HomeMy WebLinkAboutJuly 6, 2015 00 A Executive Committee Meeting
Agenda
Monday, July 6, 2015
PICKERING Council Chambers
2:00 pm
Chair: Councillor Pickles
(I) Disclosure of Interest Pages
(II) Delegations
(Ill) Matters for Consideration
1. Director, Culture & Recreation, Report CR 10-15 1-7
Tender for Replacement of Air Handling Units and Return Fans at
Pickering Recreation Complex
-Tender No. T-12-2015
Recommendation
1. That Report CR 10-15 of the Director, Culture & Recreation regarding the
Replacement of Air Handling Units and Return Fans at Pickering
Recreation Complex be received;
2. That Tender No. T-12-2015 submitted by Mapleridge Mechanical in the
amount of$179,828.20 (HST included) be accepted;
3. That the total gross project cost of$272,488.00 (HST included), including
the amount of the tender and other associated costs, and the total net
project cost of$245,384.00 (net of HST rebate), be approved;
4. That Council authorize the Division Head, Finance & Treasurer to finance
the project, as provided for in the 2015 and 2014 Pickering Recreation
Complex Capital Budgets, in the amount of$245,384.00 from the Federal
Gas Tax Reserve Fund; and
5. That the appropriate City of Pickering officials be authorized to take the
necessary action to give effect hereto.
2. Director, Culture & Recreation, Report CR 14-15 8-39
2014 Accessibility Progress Report
- 5 Year Accessibility Plan 2012-2016
Accessible For information related to accessibility requirements please contact
AA � Linda Roberts
V Phone: 905.420.4660 extension 2928
TTY: 905.420.1739
Email: Iroberts @pickering.ca
cm/ oo Executive Committee Meeting
Agenda
Monday, July 6, 2015
PI KERING Council Chambers
2:00 pm
Chair: Councillor Pickles
Recommendation
That Report CR 14-15 of the Director, Culture & Recreation regarding the 2014
Accessibility Progress Report be received.
3. Director, Culture & Recreation, Report CR 16-15 40-62
Whitevale & District Residents' Association
-Lease Agreement
Recommendation
1. That Report CR 16-15 of the Director, Culture & Recreation regarding the
Whitevale & District Residents' Association be received;
2. That the Mayor and City Clerk be authorized to execute the Lease
Agreement with Whitevale & District Residents' Association set out in
Attachment 1 to this Report, subject to minor revisions acceptable to the
Director, Culture & Recreation and the Director, Corporate Services & City
Solicitor; and
3. That appropriate City of Pickering officials be authorized to take the
necessary action to give effect thereto.
4. Director, Culture & Recreation, Report CR 17-15 63-70
Tender for Oddfellows Hall Relocation at Pickering Museum Village
-Tender No. T-11-2015
Recommendation
1. That Report CR 17-15 of the Director, Culture & Recreation regarding the
Oddfellows Hall Relocation at Pickering Museum Village be received;
2. That Tender No. T-11-2015 submitted by Jeffery G Wallans Construction
Ltd. in the amount of$372,848.02 (HST included) be accepted;
3. That the total gross project cost of$505,863.00 (HST included), including
the amount of the tender and other associated costs, and the total net
project cost of$455,545.00 (net of HST rebate), be approved;
Cif,/ Executive Committee Meeting
Agenda
Monday, July 6, 2015
PI KERIN Council Chambers
• 2:00 pm
Chair: Councillor Pickles
4. That Council authorize the Division Head, Finance &Treasurer to finance
the net project cost in the amount of$455,545.00 as follows:
a) The sum of$400,000.00 as approved in the 2014 Museum Capital
Budget to be increased to $455,000.00, be financed by undertaking
an internal loan not to exceed ten years;
b) The sum of$545.00 to be funded from property taxes; and
5. That the appropriate City of Pickering officials be authorized to take the
necessary action to give effect hereto.
5. Director, Engineering & Public Works, Report ENG 10-15 71-88
All-way Stop Control Review, Maple Ridge Drive
Recommendation
1. That Report ENG 10-15 of the Director, Engineering & Public Works
regarding an all-way stop review on Maple Ridge Drive be received;
2. That the attached by-law be enacted to amend Schedule "7" to By-law
6604/05 to provide for the regulation of stop signs on highways or parts of
highways under the jurisdiction of the Corporation of the City of Pickering,
specifically to address the proposed relocation of the existing all-way stop
control at the intersection of Maple Ridge Drive and Harvest Drive to the
intersection of Maple Ridge Drive and Maple Gate Road/Pebblestone
Crescent; and
3. That a yellow centreline be placed along the curve on Maple Ridge Drive
between Harvest Drive and Bushmill Street and a warning sign be installed
for eastbound traffic before the bend.
6. Director, Engineering & Public Works, Report ENG 12-15 89-104
Consultant Selection for the Engineering Design of the Pine Creek
Stormwater Management Facility and Outfall Channel Restoration
Recommendation
t That Report ENG 12-15 of the Director, Engineering & Public Works
regarding the Consultant Selection for the Engineering Design of the Pine
l -
;tf o� 'Executive Committee Meeting
Agenda
Monday, July 6, 2015
PI KERIN Council Chambers
2:00 pm
Chair: Councillor Pickles
Creek Stormwater Management Facility and Outfall Channel Restoration
be received;
2. That the proposal No. RFP-3-2015 submitted by Aquafor Beech Ltd, to
undertake the Engineering Design for the Pine Creek Stormwater
Management Facility and Outfall Channel Restoration in the amount of
$70,648.00 (HST included) be accepted;
3. That the total gross project cost of$106,247.00 (HST included), including
the RFP amount, TRCA fees and associated costs, and the total net
project cost of$95,679.00 (net of HST rebate) be approved;
4. That Council authorize the Division Head, Finance & Treasurer to finance
the total net project cost of$95,679.00 as follows:
a) The sum of$63,786.00 to be funded from Other Revenue York
Region-SEC Enhancements;
b) The sum of$25,833.00 to be funded from the Development
Charges-City's Share Reserve;
c) The sum of$6,060.00 to be funded from the Development Charges
(DC)-Stormwater Management Reserve Fund; and
5. That the appropriate City of Pickering officials be authorized to take
necessary action to give effect thereto.
7. Director, Engineering & Public Works, Report ENG 13-15 105-117
Proposed Traffic and Parking By-law Updates
Recommendation
1. That Report ENG 13-15 of the Director, Engineering & Public Works
regarding various proposed updates to the Traffic and Parking By-law
6604/05 be received; and
2. That the attached draft by-law be enacted to amend Schedule "1" and
Schedule "2" to By-law 6604/05 to provide for the regulation of stopping
and parking on highways or parts of highways under the jurisdiction of the
Corporation of the City of Pickering, specifically to address the proposed
Ci Executive Committee Meeting
Agenda
Monday, July 6, 2015
PI KERIN Council Chambers
2:00 pm
Chair: Councillor Pickles
on-street parking on St. Martins Drive, and proposed stopping and parking
restrictions on sections of Pepperwood Gate, Merritton Road, Glenanna
Road and Toy Avenue.
8. Director, Engineering & Public Works, Report ENG 14-15 118-130
Proposed All-Way Stop Control, Rosebank Road and Toynevale Road
Recommendation
1. That Report ENG 14-15 of the Director, Engineering & Public Works
regarding the proposed installation of an all-way stop control at the
intersection of Rosebank Road and Toynevale Road be received;
2. That the attached draft by-law be enacted to amend Schedule "7" to By-
law 6604/05 to provide for the regulation of stop signs on highways or
parts of highways under the jurisdiction of the Corporation of the City of
Pickering, specifically to address the proposed installation of an all-way
stop control at the intersection of Rosebank Road and Toynevale Road;
and
3. That the existing school crossing guard station on Rosebank Road in front
of Rosebank Road Public School be relocated to the intersection of
Rosebank Road and Toynevale Road commencing September, 2015.
9. Director, Engineering & Public Works, Report ENG 15-15 131-150
Consulting and Professional Services for the Detailed Design of
Culverts and Erosion Control for Krosno Creek -
Recommendation
1. That Report ENG 15-15 of the Director, Engineering & Public Works
regarding Consulting and Professional Services for the Detailed Design of
Culverts and Erosion.Control for Krosno Creek be received;
2. That Council approve the hiring of The Municipal Infrastructure Group Ltd.
for consulting and professional services in accordance with Purchasing
Policy 10.05, as the assignment is more than $30,000.00;
3. That the fee proposal submitted by The Municipal Infrastructure Group Ltd.
for Consulting and Professional Services for the Detailed Design of
C,ty 00 Executive Committee Meeting
Agenda
Monday, July 6, 2015
PICKERIN Council Chambers
2:00 pm
Chair: Councillor Pickles
Culverts and Erosion Control for Krosno Creek in the amount of
$281,537.24 (HST included) be accepted;
4. That the total gross project cost of$344,625.00 (HST included) including
the quoted amount and other associated costs, and the total net project
cost of$310,345.00 (net of HST rebate) for Consulting and Professional
Services for the Detailed Design of Culverts and Erosion Control for
Krosno Creek be accepted;
5. That Council authorize the Division Head, Finance & Treasurer to finance
the total net project cost of$310,345.00 as follows:
a) the sum of$225,873.00 to be funded from the Development
Charges-City's Share Reserve;
b) the sum of$84,472.00 to be funded from the Development
Charges-Stormwater Management Reserve Fund;
6. That the appropriate City of Pickering officials be authorized to take
necessary action to give thereto.
10. Director, Corporate Services & City Solicitor, Report FIN 19-15 151-153
Section 367/358 of the Municipal Act—Adjustment to Taxes
Recommendation
1. That Report FIN 19-15 of the Director, Corporate Services & City Solicitor
be received;
2. That the write-off of taxes as provided for under Sections 357/358 of the
Municipal Act, 2001 be approved; and,
3. That the appropriate officials of the City of Pickering be authorized to take
the necessary action to give effect hereto.
11. Director, Corporate Services & City Solicitor & Fire Chief, 154-159
Report FIN 20-15
Regional Fire Services Study
Recommendation
oq
Executive Committee Meeting
Agenda
Monday, July 6, 2015
PI KERING Council Chambers
2:00 pm
Chair: Councillor Pickles
1. That Report FIN 20-15 of the Director, Corporate Services & City Solicitor
and the Fire Chief be received;
2. That Council not support a study by the Regional Municipality of Durham
of the impact of a proposed Regional merger of Fire Services; and
3. That a copy of this Report and Council's Resolution be forwarded to the
Chief Administrative Officer and the Chair and Chief Executive Officer of
the Regional Municipality of Durham.
12. Fire Chief, Report FIR 03-15 160-166
Supply and Delivery of One 2013 Smeal Heavy Duty Aerial Ladder
Recommendation
1. That Report FIR 03-15 of the Fire Chief regarding the Supply and Delivery
of One 2013 Smeal Heavy Duty Aerial Ladder be received;
2. That Council waive Purchasing Policy (PUR 010) Section 6.11;
3. That the proposal submitted by Smeal Fire Apparatus Ltd. for the Supply
and Delivery of One 2013 Smeal Heavy Duty Aerial Ladder in the amount
of$1,115,253.50 (HST included) be accepted;
4. That the total gross project cost of$1,137,854.00 (HST included),
including the proposal amount and other associated costs, and the total
net project cost of$1,024,673.00 (net of HST rebate) be approved;
5. That Council authorize the Division Head, Finance & Treasurer to finance
the net project cost of$1,024,673.00 as follows:
a) the sum of$1,020,000.00 to be financed by the issue of debentures
by The Regional Municipality of Durham over a period not to exceed
ten years;
b) the sum of$4,673.00 to be funded from property taxes;
c) that the annual repayment charges in the amount of approximately
$122,650.00 be included in the annual Current Budget commencing
o� Executive Committee Meeting
Agenda
Monday, July 6, 2015
PI KERIN Council Chambers
2:00 pm
Chair: Councillor Pickles
in 2016 or subsequent year in which the debentures are issued and
continuing thereafter until the debenture financing is repaid.
6. That the draft by-law attached to this report be enacted; and
7. Further that the appropriate City of Pickering Officials be authorized to take
the necessary action to give effect hereto.
13. Fire Chief, Report FIR 04-15 167-174
Supply and Delivery of Seven Fire Vehicles Replacements
Recommendation
1. That Report FIR 04-15 of the Fire Chief regarding the Supply and Delivery
of Seven Fire Vehicles Replacements be received;
2. That Quotation No. Q-24-2015, for the Supply and Delivery of Seven Fire
Vehicles Replacements in the amount of$192,302.27 (HST included)
submitted by Durham Chrysler Dodge Jeep Ram Limited, Grimsby Ford
Motors Holding Inc., and Maciver Dodge Limited be accepted;
3. That the total gross project cost of$216,823.00 (HST included) and the
total net project cost of$195,256.00 (net of HST rebate) be approved;
4. That Council authorize the Division Head, Finance & Treasurer to finance
the net project cost of$195,256.00 as follows:
a) the sum of$190,000.00 be financed by the issue of debentures by
The Regional Municipality of Durham over a period not to exceed
five years;
b) the sum of$5,256.00 be funded from property taxes;
c) the annual repayment charges in the amount of approximately
$42,000.00 be included in the annual Current Budget commencing
in 2016 or subsequent year in which the debentures are issued and
continuing thereafter until the debenture financing is repaid;
Cali
o� Executive Committee Meeting
Agenda
4 Monday, July 6, 2015
PICKERING Council Chambers
2:00 pm
Chair: Councillor Pickles
5. That the draft by-law attached to this report be*enacted; and
6. That,the appropriate City of Pickering officials be authorized to take
necessary action to give effect thereto.
14. Director, Corporate Services & City Solicitor, Report LEG 07-15 175-179
City of Pickering sale to Altridge Properties Inc.
-Block 90 and Part Blocks 84, 94 and 95, Plan 40M-1515
(Parts 1 to 4, Plan 40R-28842)
Recommendation
1. That Report LEG 07-15 of the Director, Corporate Services & City Solicitor
be received;
2. That the following lands (the "City's Lands") be declared to be surplus to
the needs of the City:
a) Part Block 84, Plan 40M-1515,being Part 1, Plan 40R-28842
b) Part Block 95, Plan 40M-1515, being Part 2, Plan 40R-28842
c) Part Block 94, Plan 40M-1515, being Part 3, Plan 40R-28842
d) Block 90, Plan 40M-1515, now being Part 4, Plan 40R-28842;
3. That the sale of the City's Lands to Altridge Properties Inc., be authorized
subject to any required easements, for the sale price of$187,950.00 on
terms and conditions satisfactory to the Director, Corporate Services & City
Solicitor;
4. That the Mayor, City Clerk, and Director, Corporate Services & City
Solicitor be authorized to execute all documentation necessary to give
effect to the above recommendations; and
5. That the appropriate City officials be authorized to undertake the
necessary actions required to implement the above recommendations.
(IV) Other Business
(V) Adjournment
cif,, 00 Report to
Executive Committee
PICKERING Report Number: CR 10-15
Date: July 6, 2015
From: Marisa Carpino -
Director, Culture & Recreation
Subject: Tender for Replacement of Air Handling Units and Return,Fans at
Pickering Recreation Complex
- Tender No. T-12-2015
- File: A-1440
Recommendation: -
1. That Report CR 10-15 of the Director, Culture & Recreation regarding the
Replacement of Air Handling Units and Return Fans at Pickering Recreation
Complex be received;
2. That Tender No. T-12-2015 submitted by Mapleridge Mechanical in the amount
of$179,828.20 (HST,included) be accepted;
3. That the total gross project cost of$272,488.00 (HST included), including the
amount of the tender and other associated costs, and the total net project cost of
$245,384.00 (net of HST rebate), be approved;
4. That Council authorize the Division Head, Finance & Treasurer to finance the
project, as provided for in the 2015 and 2014 Pickering Recreation Complex
Capital Budgets, in the amount of$245,384.00 from the Federal Gas Tax
Reserve Fund; and -
5. That the appropriate City of Pickering officials be authorized to take the
necessary action to give effect hereto.
Executive Summary: Air handling units and return air fans are located in
Mechanical Room No. 4, on the second floor above the banquet hall washrooms at the
Pickering Recreation Complex. These units provide supply and return air to heat and
cool the banquet halls, reception area and front lobby. All of these units are original to
the construction of the Pickering Recreation Complex in 1983, have been maintained at
an increasing annual cost and are at the end of their economic life cycle.
The complete removal and replacement of these old and inefficient units will reduce the
potential for maintenance issues and service disruptions, improve energy efficiencies
and reduce annual operating costs. The new equipment will include upgrades to
.existing controls and integration into the building automation system. To that end,
Tender No. T-12-2015 was prepared and advertised on the City's website.
1
Report CR 10-15 July 6, 2015
Subject: Tender for Replacement of Air Handling Units and Page 2
Return Fans at Pickering Recreation Complex
The low bid submitted by Mapleridge Mechanical in the amount of$179,828.20 (HST
included) is recommended for approval. The total gross project cost is estimated to be
$272,488.00 and the total net project cost is estimated at$245,384.00 (net of HST
rebate).
Financial Implications:
1. Tender Amount
Tender No. T-12-2015 V $159,140.00
HST (13%) 20,688.20
Total Gross Tender Cost $179,828.20
2. Estimated Project Costing Summary
Tender No. T-12-2015 V $159,140.00
Consulting Costs 14,000.00
Integration of Controls 45,000.00
Installation of Pipe Insulation 5,000.00
Contingency $18,000.00
Total Cost $241,140.00
HST (13%) 31,348.00
Total Gross Project Costs' $272,488.00
HST Rebate (11.24%) ( 27,104.00)
Total Net Project Costs $245,384.00
3. Approved Source of Funds
Pickering Recreation Complex - Core
Approved Code Source of Funds Budget Required
5731.1403.6181 Federal Gas Tax $120,000.00 $ 80,977.00
5731.1405.6250 Federal Gas Tax 75,000.00 49,077.00
5731.1503.6181 Federal Gas Tax $170,000.00 $115,330.00
Total Funds $365,000.00 $245.384.00
•
Project Cost under (over) approved funds by $119,616.00
2
Report CR 10-15 July 6, 2015
Subject: Tender for Replacement of Air Handling Units and Page 3
Return Fans at Pickering Recreation Complex
•
Discussion: The existing air handling units have reached the end of their useful life
cycle and if not replaced, would result in excessive annual maintenance costs.
Replacement will allow the selection of units with higher efficiency and lower operating
cost in keeping with the Corporate Energy Management Plan.
Francis Sims P. Eng. was retained by the City of.Pickering to complete the design and
specifications for removal and replacement of all three air handling units. The new units
will have variable frequency drives, on demand ventilation and current technology
control package. The units will be fully integrated into the Building Automation System
allowing for remote monitoring and control.
The replacement of three air handling and return air fans (SF-17, SF-18, SF-19, RF-17
and RF-18)were approved in the 2014 & 2015 Capital Budgets as three separate
projects. Staff determined that there would be cost savings and less service disruption if
the projects were combined into one tender.
Bids were received to the tendering call, which closed on June 3, 2015 for the supply
and installation of a Replacement of Air Handling Units and Return Fans at Pickering
Recreation Complex. A mandatory site visit was held on Thursday, May 21, 2015 and
six bidders attended, of which five bidders submitted a tender for this project.
The low bidder, Mapleridge Mechanical, has submitted a copy of the Health & Safety
Policy, the current WSIB Workplace Injury Summary Report and Clearance Certificate,
confirmation of Ministry of Labour Health and Safety Awareness Training for every
worker and supervisor on this project, proof of compliance with amended Confined
Space Entry Regulations (September 30, 2006), along with copies of certification and all
are acceptable to the (Acting) Coordinator, Health & Safety. Certificate of Insurance is
deemed acceptable to Manager, Budgets & Internal Audit. The project engineers,
Francis Sims P. Eng. have reviewed the tender submitted by Mapleridge Mechanical
and has deemed it acceptable. In conjunction with the foregoing approvals, staff have
reviewed the previous work experience of Mapleridge Mechanical, the references
provided and the bonding available on this project and the bid is deemed acceptable.
Upon careful examination of all tenders and relevant documents received, the Culture &
Recreation Department recommends the acceptance of the low bid submitted by
Mapleridge Mechanical for Tender No. T-12-2015 in the amount of$179,828.20 (HST
included) and that the total net project cost of$245,384.00 be approved.
Attachments:
1. Supply & Services Memorandum dated June 5, 2015.
3
Report CR 10-15 July 6, 2015
Subject: Tender for Replacement of Air Handling Units and Page 4
Return Fans at Pickering Recreation Complex
Prepared By: Approved/Endorsed By:
F` / )
Marc. Moreira Marisa Carpino
Supervisor, Facilities Operations Director, Culture & Recreation
Brian J.
. 11
-field Stan Karwowski, CPA, CMA, MBA
Manager, Facilities Operations Division Head, Finance & Treasurer..
Vera A. r elgemacher
C.P.P., CPPO, CPPB, C.P.M., CMM Ill
Manager, Supply & Services
Caryn Kong, CPA, CGA .
Senior Financial Analyst-Capital &
Debt Management
MM:mc
Recommended for the consideration
of Pickerin ity Council
j ZZ N 2v/
5
Tony P evedel, P.Eng.
Chief Administrative Officer
•
4
ATTACHMENT# TO REPORT#C 4o-1-S
City 4
( ctfc2,__
PICKERING Memo
To: Marisa Carpino June 5, 2015
Director, Culture & Recreation
From: Vera A. Felgemacher
Manager, Supply & Services
Copy: Manager, Facilities Operations
Supervisor, Facilities Operations
Subject: Tender No.. T-12-2015
Tender for Replacement of Air Handling Units and Return Fans at Pickering Recreation
Complex
File: F-5400-001
Tenders have been received for the above project. An advertisement was placed on the City's
website inviting companies to download the tendering documents. One addendum was issued
and 5 bids were received.
A copy of the Record of Tenders Opened and Checked used at the public tender opening is
attached. Tenders shall be irrevocable for 60 days after the official closing date and time.
Purchasing Procedure No. PUR 010-001, Item 13.03 (r) provides checking tendered unit prices and
extensions unit prices shall govern and extensions will be corrected accordingly, which has been
done:
All deposits other than the deposits of at least the low three bidders may be returned to the
applicable bidders as provided for by Purchasing Procedure No. PUR 010-001, Item 13.03(w).
However, deposits of the three bidders will be retained at this time.
Copies of tenders are attached for your review.
Summary
Harmonized Sales Tax Included
Bidder Total Tendered Amount After Calculation Check
Mapleridge Mechanical $175,278.20 $179,828.20
Climate Controls $244,916.00 $244,916.00
Automatic rejection —Surety's corporate seal missing from
Bid Bond and Agreement to Bond. Reference: Purchasing
Plan Group Policy No. PUR 010, Item 23.02 — 10 (a), Information to
Bidders Items 9, 11, 12, 24, 26, 27, Tendering
Specifications Item 7.
Automatic rejection —Agreement to Bond not included.
B&B Mechanical Services Inc. Reference: Purchasing Policy No. PUR 010, Item 23.02
10(c), Information to Bidders Items 9, 12, 24, 26, 27, 40, 5
41, 42, Addendum No. 1
Automatic rejection — addenda not acknowledged.
Canadian Tech Air Systems Inc. Reference: Purchasing Policy No. PUR 010, Item 23.02
(11), Information to Bidders Items 9, 13, 22, 24, 26, 27,
40, 41,42, Addendum No. 1
Pursuant to Information to Bidders Item 28 and Tendering Specifications Item 20, the following
documentation will be requested of the low bidder for your review during the evaluation stage
of this tender call. Please advise if we are to proceed with this task.
(a) a copy of the Health & Safety Policy to be used on this project;
(b) a copy of the current Workplace Injury Summary Report issued by Workplace Safety &
Insurance Board (in lieu of the Workplace Injury Summary Report document, a copy of the
current CAD 7, NEER, or MAP reports may be submitted);
(c) a copy of the current Certificate of Clearance issued by Workplace Safety & Insurance
Board;
(d) the City's certificate of insurance shall be completed by the bidder's agent, broker or
insurer; and
(e) Waste Management Plan.
In accordance with Purchasing Policy Item 06.12 (a) where the compliant quotation or tender
meeting specifications and offering best value to the City is acceptable and the estimated total
purchase price is over$125,000, the Manager may approve the award, subject to approval of the
Director, CAO and Council. In accordance with Purchasing Policy Item 06.04, the authority,for this
dollar limit excludes HST.
Please include the following items in your Report to Council:
1. if Items (a) through (d) noted above are acceptable to the Employment & Compensation
Specialist; .
2. if the Certificate of Insurance is acceptable to the Manager, Budgets & Internal Audit;
3. if the list of subcontractors is acceptable;
4. any past work experience with the low bidder Mapleridge Mechanical including work
location;
5. without past work experience, if reference information is acceptable;
6. the appropriate account number(s) to which this work is to be charged;
7. the budget amount(s) assigned thereto;
8. Treasurer's confirmation of funding;
9. related departmental approvals; and
10. related comments specific to the project.
After receiving Council's approval, an approved "on-line" requisition will be required to proceed.
Enquiries can be directed to the City's website for the unofficial bid results as read out at the
public tender opening or to Supply &Services. Bidders will be advised of the outcome in due
co rse.
If y u require further information, please feel free to contact me or a member of Supply & Services.
At
VAF rr .
. Attachments .
June 5, 2015
6 Tender No. T-12-2015 Page 2
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Cali°� Report to
Executive. Committee
PICKERING
Report Number: CR 14-15
Date: July 6, 2015
From: Marisa Carpino
Director, Culture & Recreation
Subject: 2014 Accessibility Progress Report
- 5 Year Accessibility Plan 2012-2016
- File: A-1440
Recommendation:
1. That Report CR 14-15 of the Director, Culture & Recreation regarding the 2014
Accessibility Progress Report be received.
Executive Summary: The City of Pickering's 5 Year Accessibility Plan, 2012-2016,
is the City's multi-year plan developed to implement the requirements of the Ontarians
with Disabilities Act, 2001(ODA) and the Accessibility for Ontarians with Disabilities Act,
2005 (AODA). The Plan involves all departments of the City of Pickering, as well as the
Pickering Public Library. The Plan was developed by a staff team representing each of
those areas of responsibility and included consultation with the Pickering Accessibility
Advisory Committee. The Plan was approved by Resolution #60/12 on April 16, 2012. It
is presently being revised to provide for implementation of the Design of Public Spaces
requirements, which were introduced in 2013 and take effect January 1, 2016.
Each of the five (5) Standards under the AODA includes a schedule of deadlines that
must be met by obligated organizations. This Report provides Council with an update on
2014 activities related to the 5 Year Accessibility Plan 2012-2016 and the City's status
in relation to those compliance deadlines.
The City of Pickering has continued to meet the requirements of the AODA and, in
some areas, has exceeded them. City Staff are currently working towards meeting the
compliance requirements for the Design of Public Spaces Standard for January 1, 2016.
The attached report entitled "2014 Accessibility Progress Report, 5 Year Accessibility
Plan 2012-2016" provides a more detailed summary.
Financial Implications: In 2014, approximately $560,000 committed in the approved
Current and Capital Budgets was utilized to meet the 2014 requirements of the 5 Year
Accessibility Plan, 2012-2016. These projects include the new Fire Panel with both
visual and audible alarms installed at the Pickering Civic Complex, elevator replacement
in the Library Central Branch, new viewing platform at Don Beer Arena, new portable
stage with ramps for the Pickering Recreation Complex banquet halls, new grab bars
8 and accessible benches at the Pickering Recreation Complex change rooms, new adult
Report CR 14-15 July 6, 2015
Subject: 2014 Accessibility Progress Report Page 2
change table in the family change room at Pickering Recreation Complex, Kinsmen
Park pathway resurfacing, Kinsmen Park pedestrian bridge, multi-use trail at Valley
Farm and Liverpool Road, resurfaced parking lot with accessible parking spaces at the
Claremont Community Centre and automatic doors installed at the Claremont
Community Centre.
The City of Pickering received approximately$8,500 in the Government of Canada's
Enabling Accessibility Fund to install accessible benches and an adult change table in
the change rooms of the Pickering Recreation Complex.
Discussion: According to the Accessibility for Ontarians with Disabilities Act, 2005
(AODA), O. Reg. 191/11, Integrated Accessibility Standards (IAR), obligated
organizations (which includes municipalities) are required to comply with the following:
3.(3) The Government of Ontario, Legislative Assembly and designated public sector
organizations shall,
(a) Prepare an annual status report on the progress of measures taken to
implement the strategy referenced in clause (1)(a); and
(b) Post the status report on their website, if any, and provide the report in an
accessible format upon request.
The AODA, 2005 is derived from the Ontarians with Disabilities Act, 2001, which itself is
derived from the disability provisions of the Ontario Human Rights Code, 1990. Under
these regulations, all municipalities are required to prepare accessibility plans, make the
plans public, and consult with persons with disabilities. As part of that consultation
process, municipalities are also required to establish and consult with accessibility •
advisory committees.
On June 13, 2005, the AODA became law. This landmark legislation provided a
framework for developing accessibility standards which will identify, remove, and
prevent barriers for people with disabilities in key areas of daily living. These standards
will apply to both public and private sector organizations across Ontario.
The Province has worked with representatives from the disability communities, as well
as private and public stakeholder organizations to develop each of these standards.
Each standard sets specific goals with incremental target dates, leading to the ultimate
goal of a fully accessible Ontario by 2025.
The five Standards under the AODA include: Customer Service; Information and
Communications; Employment;Transportation; and Design of Public Spaces Standards
(Accessibility Standards for the Built Environment). In 2014, all five (5) of these
Standards were in effect. The earliest compliance date for the Design of Public Spaces
Standards however is not until January 1, 2016.
CORP0227-07/01 revised
9
Report CR 14-15 July 6, 2015
• Subject: 2014 Accessibility Progress Report Page 3
The "2014 Accessibility Progress Report, 5 Year Accessibility Plan 2012-2016" is
attached and provides a complete overview of the City's accessibility achievements in
2014. Report highlights are as follows:
General — Highlights of 2014
• Training approximately a roximately 100 new employees and 40 new volunteers on the
requirements of the Ontario Human Rights Code and the Accessibility for
Ontarians with Disabilities Act, 2005, including the five (5) Standards.
• Development of Purchasing guidelines and checklists for City staff to ensure that
accessibility is a consideration when procuring furniture, equipment, supplies,
computer hardware or software or contracting for services.
Accessibility Standards for Customer Service— Highlights for 2014
• Updates to the City's Accessibility Standards for Customer Service Policy to
improve guidance for staff when providing customer service for people who have
a disability.
• A public consultation process was approved by Council to collect input from
residents and stakeholders regarding the development of an updated accessible
parking by-law to conform with the requirements of the Design of Public Spaces
Standard.
• The City of Pickering was approved for funding through the federal Enabling
Accessibility Fund to purchase assistive listening devices for use in its facilities
and programs. When purchased in 2015, these devices will provide
communication supports for people who are deaf or hard of hearing when they
are accessing City programs and services.
• Pickering Public Library established a "Special Needs Status"for users who have
a disability. It acknowledges that a person with a disability may find it difficult to
return.library resources within the current lending periods.
Information and Communications Standard — Highlights for 2014
• Ongoing development by City of Pickering and Pickering Public Library staff of
accessible templates for various City documents.
• Ongoing training of resource staff in each division and department to provide
• assistance to other staff members in creating accessible documents and forms.
This has also included the development of training programs, guides and
resources.
Employment Standards — Highlights for 2014
• Completion of updates to the City's Hiring Policy and Procedures to incorporate
the requirements of the AODA throughout all parts of the employment cycle.
Transportation Standards— Highlights of 2014
• Municipal Law Enforcement Services continues to monitor requirements for
accessible taxi service within the City of Pickering.
CORP0227-07/01 revised
10
Report CR 14-15 July 6, 2015
Subject: 2014 Accessibility Progress Report Page 4
Design of Public Spaces Standards.(Accessibility Standards for the Built
Environment) — Highlights of 2014
Implementation of the regulations for this standard is required by January 1, 2016.
In preparation for that deadline, staff in various departments are:
• Integrating specific technical standards into existing City guidelines.
• Developing operating procedures for monitoring,and maintaining accessibility
features in City of Pickering facilities and public spaces.
• Initiating a public consultation process towards developing an updated accessible
• parking by-law with the approval of City Council.
Built Environment, Accessibility-Related Projects — Highlights for 2014
• Completion of the Pickering Soccer Centre, meeting the accessibility
requirements of the Accessibility for Ontarians with Disabilities Act, 2005.
• Installation of a new fire panel at the Civic Complex which includes a two-stage
alarm system incorporating both visual and auditory alarms.
• Purchase of a new portable stage system with improved ramp and railings.
• Installation of a new elevator at the Pickering Public Library with enhanced
accessibility features.
• Purchase of a new accessible, portable viewing platform for Don Beer Arena.
Many projects such as upgrading trails and pathways, parking lot expansion and
upgrades, or installing emergency exit ramps were completed in 2014. Not all of these
projects were undertaken specifically for accessibility purposes, but still serve to
improve the level of accessibility for persons with various disabilities.
Pickering Accessibility Advisory Committee — Highlights of 2014
• Reviewed and commented on fifteen (15) site plan applications.
• Continued the program of accessibility audits of City of Pickering facilities.
• Sponsored artists and performers with disabilities at Artfest and Canada Day.
• Resolution to Council regarding a recommendation to incorporate accessible
door openers into the Ontario Building Code requirements for single family home
developments.
• Prepared the brochure "Accessibility is Good for Business" targeted to residential
developers.
Attachments:
• 2014 Accessibility Progress Report, 5 Year Accessibility Plan 2012-2016
CORP0227-07101 revised
11
Report CR 14-15 July 6, 2015
Subject: 2014 Accessibility Progress Report Page 5
Prepared By: Approved/Endorsed By:
710. W(6:14))-- '
Di Marlowe Marisa Carpino
Acc- sibility Coordinator Director, Culture & Recreation
MC:dm
Recommended for the consideration
of Pickering City Council
610/i6.6j()
sz 91Z22L91S
Tony Prevedel, P.Eng.
Chief Administrative Officer
CORP0227-07/01 revised
12
ATTACHMENT# t TO REPORT# I'-E - (
2014 Accessibility Progress Report
1
•
5 Year Accessibility Plan, 2012-2016
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Page 1 of 27
13
City of Pickering
One The Esplanade
Pickering ON L1 V 6K7
i document are available upon
formats for h s
Alternate fo P
request, by contacting the City of Pickering Customer Care
Centre.
905.683.7575
Toll Free 1 .877.420.4666
TTY 905.420.1739
Email: customercare @pickering.ca
Pickering Public Library
For questions regarding assistive services,
905.831 .6265
Toll Free 1 .888.831 .6266
Email: help(c�picnet.org
For information concerning the Accessibility Report,
contact the Accessibility Coordinator at
905.420.4660 ext. 3608 or dmarloweppickerinq.ca
Page 2 of 27
14
City o0
....
PICKERING
Commitment
The City of Pickering is committed to creating an accessible community for all of
its residents and stakeholders by:
• Creatin g accessible facilities, programs and services, based on the
principles of universal access.
• Removing existing barriers for persons with both visible and non-visible
disabilities.
• Providing information and training to create an environment of inclusion
within the Corporation and the municipality. •
Page 3 of_27
15
Contents
Commitment 3
Contents 4
Introduction. 5
Background 6
Legislation 6
The Standards 7
The Report 9
The Report:.General 9
The Report: Accessibility Standards for Customer Service 10
The Report: Information and.Communications Standards 12
The Report: Employment Standards 13
The Report: Transportation Standards 14
The Report: Design of Public Spaces (Accessibility Standards for the Built Environment)
14
The Report: Built Environment, Accessibility Related Projects 15
The Report: Pickering Accessibility.Advisory Committee 22
Acknowledgements 24
Pickering Accessibility Advisory Committee 24
Core Staff Accessibility Committee 25
Definitions 26
Page 4 of 27
16
Introduction
The City of Pickering is committed to a vision of an inclusive community. That
vision includes provision for the engagement of all of its citizens equally in the
life of the municipality.
To achieve that vision involves developing strategies to remove existing barriers
•
to full participation, and planning for a future that provides equal access to
services and programs for all residents.
The City of Pickering 2012-1016 Accessibility Plan describes how the City
intends to move forward, towards the goal of full accessibility. That goal extends
. throughout the activities of each of the five (5) departments of the City's
administration, as well as the Pickering Public Library.
The 2014 Accessibility Report describes how those departments and the Library
have implemented the goals of the Plan throughout the past year.
Page5of27
17
I
Background
Legislation
The Province of Ontario has established accessibility for its citizens as a priority,
setting a goal of full accessibility by 2025.
To realize that goal, the Province has enacted legislation and established
- standards for all organizations within the Province to meet, according to
incremental deadlines.
The Ontarians with Disabilities Act, 2001 (ODA) established the goal of full
participation in the life of the Province for persons with disabilities. The Province
plans to accomplish this by providing for their involvement in the identification,
removal and prevention of barriers to that full participation.
The ODA also made requirements for municipalities to establish Accessibility
Advisory Committees and, in consultation with them, to develop annual
Accessibility Plans.
The Accessibility for Ontarians with Disabilities Act, 2005 (AODA) created
procedures for developing and implementing standards to meet the individual
goals of the ODA.
The standards' already developed include:
• Accessibility Standards for Customer Service
• Information & Communications Standards
• Employment Standards
• Transportation Standards
• Design of Public Spaces (Accessibility Standards for the Built
Environment)
Each Standard provides guidelines and deadlines for organizations in the
Province, with one employee or more, to follow and to meet.
1 The Information & Communications, Employment, Transportation, and Design of Public
Spaces Standards are grouped together as the Integrated Accessibility Standards (IAS).
Page 6 of 27
18
The Standards
Accessibility Standards for Customer Service
Having access to goods and services is essential in our daily lives. This
Standard sets out how businesses, service providers and other organizations
must go about providing equal access to those goods and services for persons
with a disability.
Information and Communications Standards
We live in an information age.. Having access to information and a means to
exchange information is vital in our society. This Standard provides the
requirements for the manner in which information and communication supports
must be provided to persons with a disability.
Employment Standards
Equal access to employment opportunities is a major right included in the
Ontario Human Rights Code. The Employment Standards set out the
requirements and responsibilities of employers, as well as employees or
prospective employees who have a disability, as they move through all stages of
the employment process.
Transportation Standards
The ability to travel throughout our communities is essential for many facets of
our daily lives including employment, shopping, accessing health services, and
for recreation. The Transportation Standards set out requirements for
organizations which provide transportation services, as well as municipalities
who may regulate those services. This includes both physical requirements for
the mode of transportation, as well as the manner in which those services are
provided for a person with a disability.
Page7of27
19
Design of Public Spaces Standards (Accessibility Standards for
the Built Environment)
The design of the physical environment that we build around us can create
barriers, not only for people with mobility issues, but also for people with many
other types of disabilities such as hearing or vision impairment, or various types
of learning disabilities.
This Standard2 focuses on preventing the creation of barriers in public spaces to
allow equal access to persons with a disability. This includes such spaces as
outdoor eating and play spaces, trails and sidewalks, parking facilities, exterior
ramps and paths of travel, and indoor service counters and waiting areas.
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This lowered curb provides a level transition from the sidewalk to the road. The
tactile indicator insert provides a warning for a person with vision loss.
During the standards development process, a number of.recommendations
were provided by stakeholders throughout the Province, including the City of
Pickering, to the Ontario Ministry of Municipal Affairs and Housing for possible
inclusion in subsequent versions of the Ontario Building Code.
2 The Ontario Building Code (O8C), a separate piece of legislation, regulates most aspects of
the construction of buildings and other structures within the.Province of Ontario. Prior to the
development of accessibility standards under the AODA, the Ontario Building Code already
included many provisions for accessibility.
Page 8 of 27
20
•
The Report
Many of the activities included in the 2012-2016 Accessibility Plan are governed
by Provincial legislation, particularly by the five (5) Accessibility Standards.
These Standards, generally, provide guidelines for moving forward, towards the
goal of full accessibility by 2025. In most cases they do not address the removal
of existing barriers.
- While the City has committed to meeting those Standards as it moves forward, it
has also committed to identifying and removing existing barriers.
This Report provides an annual snapshot of how the City of Pickering is meeting
the legislated requirements, as well as other activities it has undertaken to
improve accessibility within the City.
The Report: General
Training
To achieve the goal of full accessibility by 2025, knowledge and understanding
of the Standards is necessary for all staff as well as members of the public.
Training is a primary component of the Standards. Through 2014, approximately
100 new employees and 40 new volunteers received training regarding the
Ontario Human Rights Code, the Accessibility Standards for Customer Service,
and the Integrated Accessibility Standards.
Some of the City's staff also attended The Universal Design Forum in May at
Georgian College. The Principles of Universal Design are used to guide the
design of environments, products and communications so they are accessible
for all without requiring any adaptive measures.
Purchasing
To ensure that all areas of the City's services and programs are as accessible
as possible, all purchasing must be done with accessibility as a consideration.
Additional guidelines were developed and provided for City staff, whether
purchasing furniture, equipment, supplies, computer hardware or software or
contracting for services.
Page 9 of 27
21
The Report: Accessibility Standards for Customer Service
Policy and Procedures
The staff and volunteers of the City of Pickering and the Pickering Public Library
consider good customer service to be an integral part of interactions with
residents and participants in their various programs and activities.
Council approved the City's revised Accessibility Policy in January 2014 and the
Accessibility Standards for Customer Service Policy was revised, approved, and
presented to staff in April 2014.
Service Disruptions
When there are disruptions to any services or programs, notices are posted as
soon as possible so that residents can plan accordingly. Notices are posted at
the facility that is affected, as well as on the Program Cancellations & Service
Disruptions page of the City of Pickering website.
•
Public Consultation "
Staff members regularly consult with people who have a disability, as well as the
Pickering Accessibility Advisory.Committee, as part of ongoing reviews of City
policies, procedures, and training. Council has approved, and planning has
begun for a public consultation process for.the development of a new accessible
parking by-law for the City of Pickering. This process will allow residents and
businesses to learn about parking requirements under the Design of Public
Spaces Standard and to provide their input into how those may be implemented
in the City. This process will begin in the spring of 2015.
Assistive Devices
In August 2013, the Canadian Hearing Society and the Ontario Recreation
Facilities Association used various areas of the Pickering Recreation Complex
as sets in the creation of videos depicting good and bad customer service for
persons who are deaf or hard of hearing. These videos have now been released
and are used as part of a broader awareness and training program funded by
the EnAbling Change Program of the.Accessibility Directorate of Ontario.
Page 10of27
22
In 2014, the City was also approved for a Federal Enabling Accessibility Fund
grant to develop a program to introduce new technologies for improving
communication with persons who are deaf or hard of hearing. In the spring of
2015, various assistive listening devices will be introduced to the public in three
(3) of the City's facilities, City Hall, Pickering Recreation Complex and the
• Pickering Museum Village.
The UbiDuo system provides a pair of keyboard and screen combinations to
enable one-on-one communication.
;
4
Photo Canadian Hearing.Society
The pocket-sized FM transmitter and receiver systems will allow a user who
may have a hearing loss to individually control the volume on their receiver unit,
making meetings, presentations and workshops easier to follow and understand.
An FM communication system, with individual receiving units, has been
available for several years in the City of Pickering Council Chamber for any
individuals who are hard of hearing.
Pickering Public Library - Special Needs Status
In 2014, the Library established a "Special Needs Status" for users who have a
disability. It acknowledges that a person with a disability may find it difficult to
return library resources within the current lending periods. Applications for the
service are available on the Library's website or at the Information Desk and
must be signed by a health care practitioner.
•
Page 11 of 27
23
Programs
The Culture & Recreation Department provides programs for a variety of ability
needs. Adult 55+ programs include fitness programs adapted for maintaining
and improving fitness levels and appropriate for adults 55 and older who may
have some mobility difficulties.
The Aquatics section continues to provide one-on-one programs for children
with a disability, as well as the facilities for a volunteer organized, community
based, learn-to-swim program for children with special needs. Over 300 people
with a range of mobility issues benefited from the City's Aquafit programs.
During the summer of 2014, the City of Pickering provided integrated day camp
experiences for approximately 50 children with disabilities. Through the City's
Integrated Services program, these children were provided with one-on-one
camp staff support which enabled them to participate in a variety of camp
programs.
Integrated day camp programs were also offered during the March Break.
All camp staff received practical training in how to support children with
disabilities, plus High Five training which is specific to working with children.
Two annual programs were also presented in partnership with local service
organizations.
• March 2014, with the Canadian Progress Club, Durham Region Women,
the City of Pickering operated the Special Olympics Swim Meet, hosting
110 athletes.
• October 2014, the Durham Region Police Children's Games provided a
day-long, olympic-style event for children with physical disabilities.
The Report: Information and Communications Standards
Communicating in a way that is equally accessible to all Pickering residents is a
priority for all City of Pickering and Pickering Public Library staff. Being able to
information
in
variety of formats means that people with a
provide infor ty
communication disability can access that information as they need.
Page 12 of 27
24
Those alternate formats are numerous and include such things as a large print
version of the information, audio versions, Braille, or an electronic version that
can be accessed using various types of screen reading technology. For any
person who requires an alternate format because of a disability, contact
information is provided on page 2 of this report.
Creating documents in accessible formats is an ongoing focus for administrative
staff members. One project resulted in approximately 40 fillable, online forms
being created in 2014, replacing existing non-accessible forms.
City staff have continued to develop manuals and training programs as well. A
LiveCycle refresher training was held for key staff and development of training
manuals for Accessible Forms Using LiveCycle Designer and Creating
Accessible PowerPoint Presentations was begun.
The Accessible Excel Training Manual was completed and uploaded to the
City's Intranet as a further resource for all staff. These accessible document
formats mean that information contained in them can be accessible through the
City and Library websites,.or by other electronic means.
The Pickering Public Library has collections in large print, audiobook and ebook
formats. Through a partnership with the CNIB, the Library can provide resources
in Braille or Daisy reader audio books. The Library also provides other
resources in accessible formats, where they are available.
As well as various alternate formats for information, the Library also provides
communication supports such as:
• Narrator— a program that reads aloud the text on your screen.
• On-screen keyboard a program that let you use your mouse or other
device to interact with a keyboard on the screen.
The Report: Employment Standards
The City of Pickering and the Pickering Public Library have both instituted
policies and procedures with the goal of making all stages of the employment
cycle accessible for people who have a disability.
Through notices on employment.documents, on the website, and through
training and orientation programs, both prospective and existing employees are
Page 13 of 27
25
made aware that accommodations due to a disability are available upon
request. Through 2014, Human Resources undertook the task of updating the
City's Hiring Policy to reflect these changes.
Human Resource staff work with employees who require an accommodation
due to a disability, to develop individual accommodation plans. These plans are
also integrated with each facility's emergency procedures.
The Pickering Public Library continues to pro-actively provide external job
postings to a local agency which administers the Ontario Workplace Inclusion
Plan (OWIP). The Library receives applications and resumes from clients of the
Program and has successfully hired staff as a result. In consultation with an
employee, appropriate workplace accommodations are provided.
The Report: Transportation Standards
The City of Pickering is responsible for regulating the taxi industry within the
municipality. In previous years, Municipal Law Enforcement Services (MLES)
actively sought input from the public and the Pickering Accessibility Advisory
Committee regarding accessible taxi service. That input was used to determine
an adequate proportion of accessible taxis to conventional vehicles, as well as
to compare waiting times for both types of service.
The MLES continues to monitor comments and complaints to determine when
Is of service may be
modifications to existing levels y required.
q
The City has also adopted regulations on how taxi service is to-be provided for
persons with a disability.
The Report: Design of Public Spaces (Accessibility Standards for
the Built Environment)
The Design of Public Spaces (Accessibility Standards for the Built Environment)
came into effect on January 1, 2013. Compliance with the majority of the
regulations, however, is not required until January 1, 2016.
Throughout 2014, various departments in the City of Pickering with responsibility
for implementing these Standards continued to plan for compliance with the
Page 14 of 27
26
Standards. This process will develop procedures to ensure that full
implementation of the Standards is in place by January 1 , 2016.
In some instances, where specific technical standards are required, appropriate
staff have already begun including them into the planning for future projects.
Accessible parking requirements of the Standard have also been included in a
proposed parking by-law which is under development. In November 2014,
Council approved a public consultation process to gather input from the public
and stakeholders into the final by-law.
One of the new requirements is for the installation of Tactile Surface Indicators
at curbs as a warning for anyone with a visual disability. The first installation in
Pickering is at the Pickering Soccer Centre, shown on the cover. The first on a
public throughfare is shown below.
_ .h.
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aj
may :
Tactile Surface Indicator, metal tile type, Finch Avenue and Valley Farm Road
Both Operations and Facilities staff are moving forward with the development of
procedures that will ensure that any accessibility features in our facilities and.
public spaces will be monitored, maintained and available for use.
The Report: Built Environment, Accessibility Related Projects
The five (5) Accessibility Standards provide the framework for how staff will
move forward to create an accessible community. Together with the Ontario
Building Code 2012, they provide a framework for ensuring that accessibility is
Page 15of27
' 27
part of the development of programs, services and physical facilities within the
City of Pickering.
The following series of charts describe built environment projects, in which the
City was involved in 2013, that increased the level of access in some way.
Parks & Trails
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• Pedestrian bridge in Kinsmen Park
Project Description Status/Comments
Kinsmen Park Hard surface pathway Put in as a gravel walk in
Pathway from field entrance to 2013 and paved in 2014
spectator area (photo below)
Kinsmen Park Replace existing Installed in winter of 2014
pedestrian bridge pedestrian bridge
Multi-use trail, Valley Refurbish existing trail Constructed in the
Farm to Liverpool summer of 2014 and to be
paved in 2015
II
Page 16 of 27
28
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Paved pathway in Kinsmen Park
•
•
Page 17 of 27 1
29 �I
•
The City of Pickering has implemented a program to improve access to sports
fields for both participants and spectators. Each year, new pathways are added
or paved, improving access for strollers, scooters, wheelchairs and equipment
movement.
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Paved pathway leading to the artificial turf playing field in Kinsmen Park
Improvements to spectator areas provide a firm surface for mobility aids and
allow integration of people with wheelchairs or scooters with other spectators.
.
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Space allotment for wheelchair or scooter users, Kinsmen Park
Page 18 of 27
30
I
The winner for Celebrating Sustainable Neighbourhoods Community
Enhancement Project for 2013 was Dunbarton Secondary School's
Environmental Council's plan for a water-efficient pollinator garden. Installation
of the garden took place in 2014 in Ernie Stroud Park. Although the garden's
purpose was to showcase the use of native plants in creating a sustainable
garden, special care was also taken to make the garden accessible for scooters,
strollers and wheelchairs.
Facilities
City Hall
Project Description Status/Comments
Installation of new fire 2 stage system with System installed and
panel auditory and visual alarm tested.
components, as well as
voice instruction.
Installation of Installation of contrasting Complete
contrasting grip strips grip strips on the main
on stairway stairway at City Hall for
improved visibility and
safety.
3
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' .5,4.- qc! g T-1 y
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tt 'tom s�53 ' " 4
a u
Page 19 of 27
31
Pickering Recreation Complex
Project Description Status/Comments
Replace portable New portable stage Purchased in 2014
stage components purchased,
including access ramp
with railings
Benches, public Replacement of one wall Completed in 2014
change rooms bench in both male and
female change rooms
with wider benches and
grab bars for better
stability and safety
West Shore Community Centre
Project Description Status/Comments
Emergency exit ramp Installation of ramp with Completed in 2014
railings at the south
emergency exit.
Don Beer Arena
Project Description Status/Comments
Viewing Platform Fabricate a portable Fabrication completed in
viewing platform with 2014
ramp
Pickering Soccer Centre •
Project Description Status/Comments
Pickering Soccer Construction of an Indoor Construction completed in
Centre Soccer facility. 2014
Design complies with the
AODA standards and has
been endorsed by the
Accessibility Advisory
Committee.
Page 20 of 27
32
Claremont Community Centre •
Project Description Status/Comments
Install power door Install power door Completed in 2014
operators operators for entry doors
to the Library and
Seniors' areas.
Parking lot Final paving and lining of Completed in 2014
improvements parking lot, accessible
parking spaces
Pickering Public Library
Project Description Status/Comments
Elevator replacement Replace the existing Installed and operational.
elevator to include current Finish details to be
requirements for completed.
accessibility, visual,
auditory and tactile
features.
Project Planning
Project Description Status/Comments
Municipal Operations Planning and consultation Design complies with the
Centre for replacing the existing AODA standards and has
operations centre with a been endorsed by the
new facility on Clements Accessibility Advisory
Road Committee.
Construction to begin in
2015.
Counter replacement Design work for Construction projected for
at Pickering replacement of reception 2017
Recreation Complex and registration counters,
use of space
Page 21 of 27
33
The Report: Pickering Accessibility Advisory Committee
The Pickering Accessibility Advisory Committee (PAAC) was established in
2003 as one of the requirements of the Ontarians with Disabilities Act, 2001
(ODA). It is composed of up to twelve (12) citizen appointees, half of whom must
be people with a disability, plus one (1) Council representative. .
As community representatives, the Committee members bring a variety of
knowledge, skills and experience with disability and accessibility issues. These
provide valuable insight for their deliberations and recommendations.
The Committee's responsibilities include:
• Advising Council about the preparation, implementation and effectiveness
of its accessibility plan.
• Advising Council on the accessibility for persons with a disability to a
building, structure or premises, or part of a building, structure or premises,
that Council purchases, constructs, renovates, leases or which is provided
to the Municipality as a capital facility.
• Reviewing site plans and drawings described in Section 41 of the Planning
Act.
Members of the Committee participated in training on the specific requirements
of Provincial accessibility and building code legislation to keep their knowledge
current. Regular meetings with their counterparts in other municipalities also
provided additional background on current issues throughout the Region.
Although the City's Five Year Accessibility Plan is developed and revised largely
by departmental staff, the PAAC reviews the Plan and has had specific input on
the Built Environment portion.
The PAAC reviewed and commented on fifteen (15) site plan applications for
construction and major renovations of commercial plazas, industrial buildings,
institutional sites, subdivision sites and individual commercial developments
throughout the City.
Page22of27
34
Site issues on which the Committee commented include;
• barrier-free paths of travel, separate from traffic lanes
• adequate accessible parking spaces
• location and configuration of accessible parking spaces in relation to
buildings and traffic lanes
• emergency evacuation considerations and planning
• provision of accessible and visitable housing features
Although not generally part of a site plan application review, the Committee also
made comments and requests regarding the accessibility of interior features;
• barrier-free washroom features
• space allowance in seating areas to accommodate people using *mobility
devices
• power door operators and automatic doors
• use of door opening hardware that doesn't require grasping to operate
The Ontario Building Code (OBC) regulates construction of buildings throughout
the Province. The Committee presented a resolution to City Council specifically
regarding the need for increased accessibility.in new construction of single-
family homes. As a result, Council sent a request to the Ministry of.Municipal
Affairs and Housing to consider the requirement of barrier-free door openers for
single family construction during the next regular review of the Ontario Building
Code.
To raise awareness of accessibility issues within the development industry, the
• Committee prepared the brochure Accessibility is Good for Business to make
the case for including Universal Design, accessibility and visitability when
planning business projects.
The Committee also updated their general information brochure which is
available at all City facilities.
Improving awareness of accessibility issues within the municipality has been a
primary goal of the Committee. The Committee took part in several events
throughout the year, sponsoring the duo of Morrison Hawkes onstage at Canada
Day, and Ellenor Hamill, artist, and Marlene Kidd, art therapist, at Artfest, 2014.
Page 23 of 27
35
- d
4
� `r�' �• �� fit; .vp
r sd' 1 11 a
Photo courtesy Morrison Hawkes
Acknowledgements
Pickering Accessibility Advisory Committee
The Pickering Accessibility Advisory Committee (PAAC) is a team of volunteers
and advocates dedicated to promoting awareness of accessibility issues in the
community. It provides input and recommendations regarding those issues to
City Council.
The Committee also reviews site plan applications and provides comments and
recommendations to ensure accessibility requirements are met at the design
stage of developments within the City of Pickering.
Along with City Staff, they take part in the development and review of the City's
Accessibility Plan and the Annual Report on Accessibility.
Page 24 of 27
36
. } f ,
, ,a 3 'a` F `�t .. °,7_ qty _ �;.
.xw4, x r � tie _,
^. ip 4111YIj l
.v tea 3k,'� t :1`,:`,
t =t s t L, 0,-- r.'
rs'4W .r3.- , , ` ' ,tai � ` -... i ' . •_k -i t,`Y r. _ '''''
s vi,...,
Pickering Accessibility Advisory Committee, 2010-2014: sitting; Sue Wilkinson, standing l-r;
Keith Falconer, Don Tierney, Tanya Logan, Doodnauth Sharma, Maurice Brenner, Dave
Marlowe (staff). Absent; Terry Arvisais, Peter Bashaw, Aisha Heywood-Delpeache, Pauline
McCafferty, Councillor Jennifer O'Connell
Core Staff Accessibility Committee
Each member of the Core Staff Accessibility Committee represents a
department or service across the organization. Through regular meetings this
committee is kept informed of legislative information and resources. Members
also bring expertise in their respective areas which adds to the collective
knowledge for implementing the City's accessibility initiatives.
These representatives ensure that departmental staff is kept informed of
accessibility issues. They are key to how each department develops and
implements policies and procedures for accessibility in their activities.
In conjunction with the Pickering Accessibility Advisory Committee, they develop
and review the City's Accessibility Plan and the Annual Report on Accessibility.
Marisa Carpino, Director, Culture & Recreation
John Hagg, Fire Chief ,
Page 25 of 27 .
37
Kathy Williams, Director of Public Services, Pickering Public Library
Judy Hodgson, Division Head, City Administration
Darrell Selsky, Manager, Capital Projects & Infrastructure
Nilesh Surti, Manager, Development Review & Urban Design
Kim Thompson, Manager, By-Law Enforcement Services
Don Woolley, (Acting) Manager, Operations & Fleet Services
Sharon Milton, Supervisor, Recreation Services
•
Vince Plouffe, Supervisor, Facilities Operations
Dave Marlowe, Accessibility Coordinator
Alison Mitchell, Employment & Compensation Specialist
Definitions •
The definitions provided are those used in the Ontario Human Rights Code, the
Ontarians with Disabilities Act, 2001 and the Accessibility for Ontarians with
Disabilities Act, 2005.
barrier — means anything that prevents a person with a disability from fully
participating in all aspects of society because of his or her disability,
including a physical barrier, an architectural barrier, an information or
communication barrier, an attitudinal barrier, a technological barrier, a
policy or a practice; ("obstacle")
disability — means
a) any degree of physical disability, infirmity, malformation or
disfigurement that is caused by bodily injury, birth defect or illness
and, without limiting the generality of the foregoing, includes
diabetes mellitus, epilepsy, a brain injury, any degree of paralysis,
amputation, lack of physical co-ordination, blindness or visual
impediment, deafness or hearing impediment, muteness or speech
impediment, or physical reliance on a guide dog or other animal or
on a wheelchair or other remedial appliance or device,
Page
26 of 27
38
b) a condition of mental impairment or a developmental disability,
c) a learning disability, or a dysfunction in one or more of the
processes involved in understanding or using symbols or spoken
language,
d) a mental disorder, or
e) an injury or disability for which benefits were claimed or received
under the insurance plan established under the Workplace Safety
and Insurance Act, 1997; ("handicap")
•
Page 27 of 27
39
CL °0 : Report to
Executive Committee
PICKERING
Report Number: CR 16-15
Date: July 6, 2015
•
From: Marisa Carpino
Director, Culture & Recreation
Subject: . Whitevale & District Residents' Association
- Lease Agreement
- File: A-1440
Recommendation:
1. That Report CR 16-15 of the Director, Culture & Recreation regarding the
Whitevale & District Residents' Association be received;
2. That the Mayor and City Clerk be authorized to execute the Lease Agreement with
Whitevale & District Residents' Association set out in Attachment 1 to this Report,
subject to minor revisions acceptable to the Director, Culture & Recreation and the
Director, Corporate Services & City Solicitor; and
3. That appropriate City of Pickering officials be authorized to take the necessary
action to give effect thereto.
Executive Summary: As per Council Resolution #47/15, staff have been
authorized to prepare a Lease Agreement to which Whitevale & District Residents'
Association (WDRA) will be permitted to repurpose the former Whitevale Library into the
Whitevale Arts & Cultural Centre to operate various arts and cultural community
programs, to be brought back to Council for consideration and approval.
As such, staff have prepared a draft Lease Agreement for Whitevale & District
Residents Association to operate the Whitevale Arts & Cultural Centre at the city owned
facility located at 475 Whitevale Road, formerly known as the Whitevale Library.
The Culture & Recreation Department recommends that the Lease Agreement included
' as Attachments 1 be initiated for a five year term beginning August 1, 2015 and ending
July 31, 2020.
Financial Implications: The City of Pickering's annual general maintenance and
operating costs to reopen the former Whitevale Library is estimated to be $6,525.
Hydro $1,475.00
Water Testing & Supplies $1,350.00
Septic Maintenance $1,100.00
40
CR 16-15 July 6, 2015
Subject: Whitevale & District Residents' Association Page 2
Pest Control $ 500.00
General Maintenance $1,500.00
Contingency $ 600.00
Total $6,525.00
Please note that these costs exclude facility cleaning and leasehold improvements
which would be the responsibility of the Whitevale & District Resident's Association.
The City's costs also exclude any capital repairs (due to conditions of an aging facility)
because none have been identified at this time as an immediate need.
Discussion: . As per Council Resolution #47/15, staff have been authorized to
prepare a Lease Agreement to which Whitevale & District Residents' Association
(WDRA)will be permitted to repurpose the former Whitevale Library into the Whitevale
Arts & Cultural Centre to operate various arts and cultural community programs, to be
brought back to Council for consideration and approval.
As per the proposal of the Whitevale Arts & Cultural Centre Committee, the Whitevale
Arts & Cultural Centre will provide:
• meeting space for local and regional residents, arts and cultural groups
• display space to showcase local artists and their works
• workshop space for arts and cultural education programs
▪ facility space for media borrowing program
• focal point to enhance visitor,experience to the Hamlet of Whitevale
As such, staff have prepared a draft Lease Agreement for Whitevale & District
Residents' Association to operate the Whitevale Arts & Cultural Centre at the city owned
facility located at 475 Whitevale Road, which formerly functioned as the Whitevale
Library. Staff have consulted with the WDRA in the preparation of the draft Lease
Agreement.
Under the terms and conditions of the draft Lease Agreement, WDRA will be
responsible for the day-to-day maintenance and operating expenses of the premises
which includes caretaking, general supplies, telephone costs, garbage removal and
snow removal on all sidewalks, walkways and other areas of pedestrian passage.
WDRA will also be responsible for facility fixtures, equipment, furniture deemed
necessary to repurpose this facility for their use and for capital renovations
contemplated for their operation (subject to the approval of the City). WDRA are
required to maintain 5 million of general liability insurance.
The City of Pickering is responsible for utilities, water treatment systems and septic
systems which is estimated to be approximately$6,525 per year. Capital repairs are
dependent on the condition of the facility and, at this time, no capital upgrades have
been identified. But as the facility ages, capital repairs will be required to keep the
facility operational and suitable for public use.
CORP0227-07/01 revised
41
CR 16-15 July 6, 2015
Subject: Whitevale & District Residents' Association Page 3
The purpose of this report is to seek Council's authority to execute the Lease
Agreement with Whitevale & District Residents' Association set out in Attachment 1 to
this Report, subject to minor revisions acceptable to the Director, Culture & Recreation
and the Director, Corporate Services & City Solicitor.
Attachments:
1. Draft Whitevale & District Residents' Association Lease Agreement.
2. Whitevale Arts & Cultural Centre Committee proposal dated March 31, 2015.
3. Location Map.
Prepared/Approved/Endorsed By:
Marisa Car•-o
Director, Culture & Recreation
:mc
Recommended for the consideration
of Pickering City Council
ju,„, ,at a0(5
Tony Prevedel, P.Eng.
Chief Administrative Officer
CORP0227-07/01 revised
42
ATTACHMENT# TO REPORT l�
Lease Agreement
-
This Lease is made as of the 1st day of August, 2015.
Between:
The Corporation of the City of Pickering
(the "City")
and -
Whitevale & District Residents' Association
(the "Association")
Article
Interpretation
Definitions
1. In this Lease,
(a) "Commencement Date" means August 1, 2015;
(b) "Leaase" means this lease as it may be amended from time to time;
(c) "Premises" means the entire facility known as Whitevale Library located
at 475 Whitevale Road, in the City of Pickering, Regional Municipality of
Durham;
(d) "Rent" means the rent payable pursuant to Section 21; and
(e) "Term" means the term of this Lease as set out in Section 18.
Headings
2. The division of this Lease into articles,.sections, subsections and schedules and
the insertion of headings are for convenience of reference only and shall not
affect the construction or interpretation of this Lease.
43
2
Schedule
3. Schedule "A" (City's Alcohol Management Policy) and Schedule "B" (City's
Conditions of Agreement) are incorporated into and form part of this Lease.
Severability
_4. All of the provisions of this Lease are to be construed as covenants even where
not expressed as such. If any such provision is held to be or rendered invalid,
unenforceable or illegal, then it shall be,considered.separate and severable from
this Lease and the remaining provisions of this Lease shall remain in force.
Number •
5. Wherever a word importing the singular number only is used in this Lease, such
word shall include the plural. Words importing either gender or firms or
corporations shall include the other gender and individuals, firms or corporation
where the context so requires.
Governing Law
6. This Lease shall be governed by, and interpreted and enforced in accordance
with, the laws in force in the Province of Ontario.
Entire Agreement
7. This Lease constitutes the entire agreement between the parties concerning the
Premises and may only be amended or supplemented by an agreement in
writing signed by both parties.
Article II
Grant and Use
Grant
8. In consideration of the performance by the Association of its obligations under
City this Lease,
the Ci leases the Premises to the Association for its use during the
Term.
Association Use of Premises
9. The Premises shall be used only for functions by not-for-profit organizations,
other organizations pre-approved in writing by the City, charity events, non-
commercial receptions, display space for artists and workshop space for artists
44
3
and educational and cultural programs, and for no other purpose without the
prior written consent of the City which consent may be arbitrarily withheld.
10. The Association's use of the Premises shall be in accordance with the City's
Alcohol Management Policy (Schedule "A") and Conditions of Agreement
(Schedule "B").
Nuisance
11. The Association shall not carry on any activities or do or suffer any act or thing
that constitutes a nuisance or which is offensive or an annoyance to the City.
City Use of Premises
12. The City shall have first right of refusal to use the Premises. The Association
shall not be entitled to any rental fees or other remuneration associated with the
use of the Premises by the City.
Assignment and Subletting
13. Subject to section 14, the Association shall not assign this Lease or sublet all or
any portion of the Premises without the prior written consent of the City, which
consent may be arbitrarily withheld.
Licences
14. The Association may grant licences to licensees approved in writing by the City
to use the Premises provided,
(a) the term of the licence does not exceed one (1) month;
(b) the licensee agrees to comply with sections 9 and 10 of this Lease; and
(c) the Association agrees that it shall only charge fees for the rental of the
Premises at rates approved from time to time by the City.
15. The Association shall retain 1006/0 of all licence fees recovered for the use of the
Premises.
16. The Association shall submit a written report to the City every four months
documenting the source and amount of all licence fees received by the
Association for the Premises.
17. The Association shall submit their annual financial statement to the City by
February 15th of each year.
45
4
Article Ill
Term
Term
18. The term of this Lease shall be five (5)years from the Commencement Date to
July 31, 2020.
19. This Agreement may be terminated by either party upon six month's notice to the
other in writing.
Overholding
20. If the Association remains in possession of the Premises after the expiry of the
Term, there shall be no tacit renewal of this Lease or the Term, notwithstanding
statutory provisions or legal presumption to the contrary, and the Association
shall be deemed to be occupying the Premises from month to month upon the
same terms, covenants and conditions as are set forth in this Lease insofar as
they are applicable to a monthly tenancy.
Article IV
Rent
Rent
21. The Association shall pay to the City as rent for the entire Term in lawful money
of Canada the sum of One (1) Dollar ($1.00).
Gross Lease
22. The City acknowledges that this is a gross lease and agrees to pay all charges,
impositions and outlays of every nature and kind relating to the Premises except
as expressly set out in this Lease.
Article V
Maintenance, Repairs and Alterations
Maintenance of Premises
23. The Association shall maintain and operate the Premises so that they shall
always be of good appearance and suitable for the proper operation of the
Premises.
46
5
24. The Association shall provide general maintenance services to the Premises at
its expense and shall provide all necessary cleaning and maintenance supplies
such as cleaning products, related paper products and cleaning equipment.
25. As set out in WHMIS Regulation R.R.O. 1990, Reg. 860, as amended by: O.
Reg 36/93 of the Occupational Health and Safety Act, or its successors, the
Association shall be responsible to maintain a binder containing safety data
sheets for all hazardous products stored or used on the Premises. Said binder
must be kept current at all times and available for reference by users of said
products.
•
26. The Association shall be responsible to provide the City with WHMIS training
certification of individuals working with cleaning products and/or hazardous
materials on the Premises and of Association members working alone or
overseeing any maintenance tasks performed on the Premises.
27. The Association shall be responsible to provide the City with:
(a) WHMIS training certification of individuals working with cleaning products
and/or hazardous materials on the Premises and of Association members
working alone or overseeing any maintenance tasks performed on the
Premises; and
(b) completed Ministry of Labour Health & Safety Awareness Training for
Supervisors for those same individuals.
28. The Association shall be responsible for all day-to-day operating expenses
including telephone fees and garbage removal. The Association shall not be
responsible for utilities.
29. The Association shall be responsible for snow removal on all sidewalks,
walkways and all other areas of pedestrian passage on the Premises.
30. (1) Subject to subsection (2), the City shall be responsible for all inspections,
preventative maintenance, and replacement at its sole discretion, with
respect to:
(a) HVAC equipment; •
(b) electrical systems (including lighting);
(c) water supply, treatment and septic systems;
(d) plumbing system and fixtures;
(e) roofs;
(f) exterior cladding;
(g) doors and hardware;
(h) parking lots;
(i) lawn care, landscaping and pest control.
47
6
(2) The Association shall be responsible for any damages or costs incurred
due to the misuse or negligence of the Association, its employees,
invitees, servants, agents, or others under its control and the Association
shall pay to the City on demand the expense of any repairs including the
City's reasonable administration charge necessitated by such negligence
or misuse.
31. The Association shall immediately notify the City of any unsafe conditions on the
Premises.
Security
32. The Association.shall be responsible for the security of the Premises. The
Association will ensure that no copies of the keys to the Premises are made or
given to third parties (even temporarily) without the prior written consent of the
City. Only Association representatives that have signed for keys with the City or
parties granted written consent by the City, will be authorized to be in the
possession of keys to the Premises.
33. Any keys provided to the Association, or its licensees, must be returned to the
City upon request.
Alterations/Improvements to Premises
34. The Association shall only be permitted to make alterations and improvements to
the Premises that have been approved by the City.
Article VI
Insurance and Indemnity:
•
35. (a) The Tenant covenants and agrees to indemnify and hold harmless the
Landlord, its Mayor and Councillors, employees, contractors, invitees and
agents from and against any and all Claims suffered or incurred by the
Landlord or its Mayor and Councillors, employees, contractors, invitees or
agents arising out of or in any way connected to the use of the Leased
Premises by the Tenant or its employees, invitees, directors, officers,
contractors, subcontractors, agents and those for whom it is in law
responsible (collectively, the "Tenant's Agents") and/or the exercise of the
rights granted herein and/or any negligent act or omission of the Tenant or
the Tenant's Agents and/or any breach or default by the Tenant or the
Tenant's Agents in the performance of any of its obligations pursuant to this
Lease including without limitation any damage to property (including
environmental contamination such as the introduction of Pollutants on the
Lands) or injury to a person or persons, including death. This indemnity shall
not merge and shall survive any termination of the License for a period of
48
7
two (2) years from the expiry of the Term. The foregoing indemnity shall not
• apply to any claims to the extent caused directly by the gross negligence or
wilful misconduct of the Landlord, its employees, agents and those persons
for whom the Landlord is in law responsible.
(b) The Tenant covenants and agrees to indemnify and hold harmless the
Landlord for any Claims or liens brought by the Tenant's Agents, and will
forthwith cause to be withdrawn, discharge or vacate any notices of lien or
liens against the.Leased Premises as a result of materials supplied or
services rendered to the Leased Premises by the Tenant or the Tenant's
Agents by the posting of security or otherwise, and if the Tenant is unable to
do so the Landlord may, at its option, discharge or vacate any liens by
paying money into court and shall be fully reimbursed by the Tenant for all
costs (including legal fees and disbursements) and the Landlord's right to
reimbursement shall not be diminished, affected or impaired if the Tenant
then subsequently establishes or claims that the lien so discharged was
without merit or was excessive or was subject to any abatement, set-off or
defense.
36. The Tenant covenants to take out and keep in full force and effect throughout
the Term of this Lease:
(a) Commercial General Liability insurance in respect of the Leased Premises
and the operations of the Tenant therein against claims for Personal Injury,
Death or Property Damage or loss on an Occurrence Form and extended to
include Contractual Liability, Owner's and Contractor's Protective Coverage',
Products-Completed Operations, Contingent Employer's Liability, Broad
Form Property Damage, Hostile Fire, Cross Liability and Severability of
Interest, All Risk Tenant's Legal Liability and Non-Owned Automobile,
indemnifying and protecting the Landlord, its respective employees,
servants, agents, invitees or licensees, for a limit of not less than Five Million
Dollars ($5,000,000.00) each Occurrence and Aggregate with respect to
Products and Completed Operations. Such insurance shall specifically state
by its wording or by endorsement that:
(i) The Landlord is included as an additional insured under the policy;
(ii) The policy contains a cross-liability clause which shall have the effect of
insuring each person, firm or corporation named in the policy as an
insured in the same manner and to the same extent as if a separate
policy had been issued to each;
(iii)The Policy(ies) identified above shall apply as primary insurance and not
excess to any other insurance available to the Additional Insured.
49
8 •
•
(b) Property insurance coverage in such amounts as required to adequately
cover the Tenant's property, equipment and other such property in the care,
custody and control of the Tenant.
37. The Association is responsible for insuring all of their equipment, contents, and
leasehold improvements including all contents, artifacts and artwork that is
owned by any other party that is on display at the Whitevale Library building or
within the Association's possession.
Such policies shall not be terminated, cancelled or materially altered adversely to the
Landlord's interest unless written notice of such termination, cancellation or material
adverse alteration is given by the insurers to the Landlord at least thirty (30) clear days
before the effective date thereof.
Prior to any entry upon the Leased Premises, the Tenant shall deliver to the Landlord a
certificate of insurance to evidence the insurance required under this Lease.
Article VII
Remedies on Default
City's Right to Re-Enter
38. If any amount payable to the City under this Lease shall remain unpaid for fifteen
(15) days after the Association has received notice thereof, then it shall be lawful
for the City at any time thereafter to re-enter the Premises.
City's Right to Remedy Default
39. In addition to all other remedies the City may have under this Lease and in law, if
the Association is in default of any of its obligations under this Lease, and such
default has continued for a period of ten (10) days after receipt of notice by the
Association (or such longer period as may be reasonably required in the
circumstances to cure such default, except in an emergency where the City will
not be required to give notice), the City, without prejudice to any other rights
which it may have with respect to such default, may remedy such default and the
Association shall be responsible for all such costs.
Waiver
40. No condoning, excusing or overlooking by the City of any default, breach or
non-observance by the Association at any time or times in respect of any
covenant, obligation or agreement under this Lease shall operate as a waiver of
the City's rights hereunder in respect of any continuing or subsequent default,
breach or non-observance, or so as to defeat or affect in any way the rights of
50
9
the City in respect of any such continuing or subsequent default or breach, and
no waiver shall be inferred from or implied by anything done or omitted by the
Association save only an express waiver in writing.
Article VIII
Miscellaneous
Quiet Enjoyment
41. The City shall permit the Association to peaceably possess and enjoy the
Premises during the Term without any interference from the City, or any person
lawfully claiming by, from or under the City provided the Association is not in
default.
Right of Entry
42. The Association agrees to permit the City and authorized representatives of the
City to enter the Premises at any time for the purpose of inspecting the
Premises. The City shall use its best efforts to minimize the disruption to the
Association's use of the Premises during any such entry.
Sig ns
43. The Association may only erect signs on the Premises with the City's prior
approval. All such signs shall be removed from the Premises at the end of the
Term.
Compliance with Laws
n at its sole cost and expense, shall comply with all legal
44. The Association, p P Y 9
requirements (including statutes, laws, by-laws, regulations, ordinances, orders,
rules and regulations of every governmental authority having jurisdiction) that
relate to the use of the Premises by the Association or the making of any
improvements to the Premises by the Association.
Notice
45. Any notice required to be given by the City to the Association under this Lease
shall be in writing and shall be delivered to the Premises or such other address of
which the Association has notified the City in writing, and any such notice
delivered shall be deemed good and sufficient notice under the terms of this
Lease.
46. Any notice required to be given by the Association to the City under this Lease
shall be in writing and shall be delivered to The Corporation of the City of
51
10
Pickering, Pickering Civic Complex, One The Esplanade, Pickering, Ontario
(Attention: City Clerk) or such other address of which the City has notified the
Association in writing, and any such notice delivered shall be deemed good and
sufficient notice under the terms of this Lease.
Successors and Assigns
47. This Lease shall enure to the benefit of and be binding upon the parties and their
respective successors (including any successor by reason of amalgamation or _
statutory arrangement) and permitted assigns.
In Witness Whereof the parties have executed this Lease.
The Corporation of the City of Pickering
David Ryan, Mayor
Debbie Shields, City Clerk
Whitevale & District Residents' Association
Scott Finlayson, President
•
•
52
Schedule A
THE CORPORATION OF THE CITY OF PICKERING
Engineering & Public Works Department
Culture & Recreation Department
MUNICIPAL ALCOHOL POLICY
December 17, 2014
Purpose
The purpose of this policy is to endeavor to ensure the appropriate
management of the use and consumption of alcoholic beverages in
municipally owned facilities; to avoid related problems and to ensure the
safety and well being of all participants and to protect the Corporation, its
employees and volunteers.
1. Definitions
In this Policy, the term,
(a) "Licensed function" means a function for which a permit has been
issued by, or is otherwise licensed by, the Liquor License Board of
Ontario at which alcoholic beverages may be consumed;
(b) "Closed private licensed function" means a licensed function
determined by the Director of Culture and Recreation to be closed
to the general public and of a private nature;
(c) "Designated facility" means a City owned building, park, open
space and associated parking lot designated by this policy as
suitable for an indoor or outdoor licensed function;
(d) "User" means a person, group or association to whom the City has
granted written permission to use a designated facility for a
licensed function and;
(e) "Server" means any person serving alcohol
2. Designated Facilities
(1) The following are designated facilities for indoor licensed functions:
(a) Brougham Community Centre
(b) Claremont Community Centre
(c) Don Beer Sports Facility Community Centre
(d) East Shore Community Centre
(e) Front Street Centre
(f) Green River Community Centre
53
(g) Greenwood Community Centre
(h) Mount Zion Community Centre
(i) Pickering Civic Complex
(j) Pickering Recreation Complex
(k) Seniors Activity Centre
(I) West Shore Community Centre
(m) Whitevale Community Centre
(n) Petticoat Creek Community Centre
(o) Pickering Museum Village
(2) The following are designated facilities for outdoor licensed
functions:
(a) Claremont Community Park
(b) Dunmoore Park
(c) Kinsmen Park
(d) Pickering Museum Village
3. Alcohol Restrictions Within Designated Facilities
All designated facilities defined in this policy shall be deemed a "public
place" and as such, in accordance with Section 31 of the Liquor Licence
Act, R.S.O. 1990, c.L. 19, no person shall have or consume or sell liquor
in any designated facility unless a licence or permit is issued or unless
specifically covered by an L.L.B.O. permit.
4. Safe Transportation
(1) Only Onl those users implementing a safe transportation strategy (e.g.,
a designated driver program, an alternate home transportation
option) to prevent intoxicated participants from driving will be
permitted to use designated facilities for licensed functions.
(2) The Director may require a potential user to demonstrate that such
a strategy will be implemented by the user if written permission to
use the designated facility for a licensed function is granted.
5. No Alcohol and Low Alcohol Drinks
(1) Only users offering a sufficient quantity of no alcohol and low
alcohol drinks will be permitted to use designated facilities for
licensed functions.
(2) The Director may require a potential user to demonstrate that such
a strategy will be implemented by the user if written permission to
use the designated facility for a licensed function is granted.
6. "Statement of Intoxication" Sign
(1) Users of designated facilities for licensed functions shall display
prominently in the facility a sign or signs indicating that it is illegal to
54 2
serve participants to a state of intoxication. Such signs shall read
as follows:
City of Pickering — Department of Engineering and Public Works
Services— Culture and Recreation Department.
Statement of Intoxication •
It is contrary to the Liquor Licence Act of Ontario to serve persons
to intoxication. For this reason, servers in this facility are required
to obey the law and not serve anyone to intoxication. Should you
wish a no alcohol or low alcohol "breather".round, request a soft
drink, coffee or smaller than usual portion of alcohol.
(2) Signs shall be provided by the City to users for display by them in
the designated facility during the licensed function.
7. Participant Controls
(1) Only users providing sufficient controls to prevent underage,
intoxicated or rowdy persons from entering the designated facility,
to refuse service to such persons, and to remove such persons
from the designated facility will be permitted to use designated
facilities for licensed functions.
(2) Such controls shall include the following:
(a) Having a supervisor in charge of the licensed function present in
the designated facility at all times during the function.
(b) Having at least two monitors at each entrance to the licensed
function at all times during the function;
(c) Accepting only an age of majority card, a photo driver's license
or a passport as identification for entry;
(d) Having a monitor or monitors (other than entrance monitor) in
the designated facility at all times during the function at least
one monitor for every 200 participants;
(e) Using monitors and servers who are 19 years of age or older;
(f) Using monitors and servers who do not consume alcohol during
the function; and
(g) Providing a list of the names of supervisors, monitors and
servers to the Director prior to the function.
3 55
(3) The Director may require a potential user to demonstrate that such
be imposed by the user if written
permission to use the
controls will b p
P Y
designated facility for a licensed function is granted.
8. Supervisor, Monitor, and Server Training
(1) Only users providing sufficient numbers of supervisors, monitors
and servers that have attended an appropriate training course in
server intervention will be permitted to use designated facilities for '
licensed functions.
(2) Such training should utilize CAMH course material, and may be
provided, at a reasonable cost, through the Department of Culture
and Recreation.
(3) The Director may require a potential user to demonstrate that
sufficient numbers of supervisors, monitors and servers that have
attended such a course will be provided by the user if written
permission to use the designated facility for a licensed function is
granted.
(4) Closed private licensed functions are exempt from this section of
the policy; however, users of designated facilities for closed private
licensed functions shall be encouraged to provide voluntarily
properly trained supervisors, monitors and servers since such users
are not exempt from responsibility for compliance with the law and
for the sobriety and safety of participants.
(5) All servers must be "Smart Serve Certified"
9. Insurance .
(1) Liability Insurance is a mandatory requirement for all
individuals/community user groups utilizing city-owned or operated
facilities within the City of Pickering. All programs, meetings,
recreational events, cultural and social events require liability
insurance. Users groups can provide personal proof of insurance, •
a minimum of$2 million insurance, naming the City of Pickering as
an additional,insured, or purchase insurance through the City of
Pickering, Facility User Group Program. Rates for insurance
vary coverage will va depending on risk factors, length of the activity,
the number of participants, among other factors at the event. Any
changes in activities by the user group must be reported to Facility
Booking Staff for possible adjustments to the permit. Insurance
information must be received and paid in full before the permit start
date. Liability Insurance covers from the time and date reflected on
the rental permit only. The extra fee for the liability insurance will be
added to the rental agreement with the applicable taxes.
4
56
(2) When a patron requests a facility/ice rental, facility booking staff
members will confirm the event/function required on the permit.
Facility staff will review the Liability Insurance User Group Rating
Schedule to determine the appropriate fee to'be charged to the
individual/community user group.
(3) Only users having a minimum of$2,000,000 third party general
liability insurance coverage, naming the Corporation of the City of
Pickering as an additional insured, will be permitted to use
designated facilities for licensed functions.
10. Accountability
(1) Users of designated facilities for licensed functions shall display
prominently in the facility a sign or signs informing participants of
the following:
(a) The name, address and telephone number of the user;
(b) The name, address and telephone number of the
representative of the user responsible for the function;
(c) The address and telephone number of the nearest Police
Station;
(d) The address and telephone number of the Liquor License
Board of Ontario; and
(e) The address and telephone number of the Department of
Culture and Recreation
(2) A user that contravenes any City policy or procedure or any
applicable law may be refused permission to use designated
facilities for licensed functions, at the Director's discretion;
Indefinitely, or .
(a) Until the user can demonstrate to the Director's satisfaction
that a further contravention shall not occur.
11. Promoting the Policy
The Department of Culture and Recreation shall design and implement, in
consultation with CAMH, a strategy to orient all potential users to the
requirements of this policy and to promote this policy to the community at
large.
J\FACILfl FAC1000\MISC\Muniapal Alcohol Poky.DOC
5 57
•
Schedule B •
• ,
.
C1-6100 A . _ ,
• Facilit Rental Application '
PICKERING
. Conditions of Agreement •
1) The City reserves the right to cancel any permit temporarily or permanently, should • •
accommodation be required for special events, or in an emergency. • .
2) 50% of payment is due of time.of booking. This is a non-refundable deposit.
3) Applicants must be members of authority in the organization seeking accommodation. ' . •
4) The facility is to be used only on the date(s) and time(s) specified, and only for the purpose
named. No teen dances/parties, stags or stagettes are permitted in our halls. This permit
_ is not transferrable. . - .
5) The City will not be responsible for personal injury' or damage or for the loss or theft of clothing
or equipment of the applicants, or anyone attending on the invitation of the applicant or any
persons contracted by the applicant. .
6) The applicant shall be responsible for the conduct and supervision of all persons admitted to .
the building(s) and grounds and shall.see that all regulations contained herein are strictly
observed. .
7) Unnecessary noise which disturbs the peace, quiet, or comfort of any person in any type of
residence, place of business, etc., in proximity to the facility shall not be permitted. f
8) The exits must be kept free from obstruction in case of fire.
a) 'The applicant must pay all damages arising from the use of the property.
b) A damage/security deposit will be charged for all rentals, to be refunded at a later date, if
• no damage, excessive maintenance costs are incurred as a result of the facility rental:
c) Th.e applicant must pay such fees for extra work by custodians, etc., as the City may
determine. . • .
9) Games of chance, lottery, or gambling in any forms, contrary to law is strictly forbidden.
1.0) Itshall be the responsibility of the applicant to see that all persons admitted to the function
being held, have vacated the premises promptly by 2:00 am. .
11) If liquor of any type is to be served, sold or available at the function, the applicant must obtain
all necessary permits and licenses and must adhere to.the City of Pickering 'Alcohol
Management Policy'. A copy of the liquor license must be posted on,the wall during the
function.
12) The City of Pickering requires every event have a minimum of$2,000,000 third party general
liability insurance coverage. This insurance must be purchased as part of the rental process.
13) For all special occasion permits, only monitors and servers that_possess.a.server intervention
program certificate will be permitted to use the designated facility. Information is available at
www.smartserve.org. .
Page 3 of 6
CR1101-04/28 '
58 '
i;T`i ACHMEN`t"# 2 T O REPORT# GR ( ° t
March 31st,2015
'
WHITEVALE ARTS AND CULTURE CENTRE
Objective
To repurpose the former City of Pickering Whitevale Library Branch Building at 475 Whitevale Road in the Hamlet
of Whitevale so that it can re-establish its role as an invaluable cultural resource in the heart of our community.
Rationale
To create a dedicated space and secure facility for activities that cannot take place in the community centre,which is
available to be rented to the community and is therefore not suitable for the following activities:
• local book and media exchange,requiring permanent storage and display
• art(multimedia) display space for local artists •
• workshop space for art and culture programs,requiring storage of some supplies and equipment
Organization
• The.WDRA(Whitevale Residents and District Association)will oversee the operation of this facility
• Leadership will be provided by the existing working group (Don Anderson, Patricia Lowe, Betty Michaud and
Brigitte Sopher)representing the WDRA.
• The working group or Whitevale Art and Culture Centre Committee will be responsible for implementing the
proposed business plan and providing in-kind interior and exterior maintenance services including security,waste
management,shovelling,housekeeping,operating hours,fundraising activities and minor facility upgrades.
• A Whitevale Arts and Culture Centre membership program will be initiated giving members access to the facility,
programs and resources.
Proposed Operations (1st year will be a pilot year and operations may be adjusted to community use/needs)
• Open Thursday,Friday(2PM-5PM)and Saturday(10AM-4PM)providing access to media borrowing/art displays.
• Operate a storefront art display and space for small group activities (art talks,workshops on knitting, sketching or
drawing).Volunteer presenters work pro bono in first year (possibly for % of fee later on,with surplus going to
WDRA).
• Host literary activities,such as book and film clubs,readings and writing workshops.
Budget
The facility will operate on a fee for service model to ensure that the day to day operating and program costs are cov-
ered at no additional cost to the City above the general building operating costs approximated in this report.
•
59
•
•
•
•
Whitevale Arts and Culture Centre
2015
Expenditures Cash($) In-kind Comments
($)
Insurance Liability covered under WDRA insurance/art work covered by
artists
Promotion 150 . 300 Facebook Page,Web Page, Newsletter,Sign
Water Cooler,food service 150 150 Donation of coffee maker,etc...
Cleaning Supplies 100
Cleaning Costs 500 Provided by volunteers
Furnishing . 250 Donations from residents
Lighting,displays 400 •
Program operations/ 7200 Provided by volunteers($12.00 x 12 hrs x 50 weeks)
supervision
Internet and phone 1320 Note:based on 2011 costs of$1,248 adjusted to inflation
-could be run for first year from volunteer home at no cost
Media materials 1500 Donations of heritage resources, books and DVD's
Building Operations $6525 Operating costs provided by City of Pickering
$2120 $16425
•
Revenue
Membership 400 20 family memberships @$20
Workshop Fees 900 3 workshops given pro bono by volunteers with 6 participants @
$50(as a start for year 1).Goal is to give presenter a percentage
of fees in year 2
Benefactors 500 Secure$100 from 5 benefactors
Financial Donations 100 Donation Box to be used at openings and workshops •
Seed Money from WDRA 300 To be reimbursed to WDRA when program is well established
$2200
i I
60
Measurement of Success
• use of book and media borrowing program will' be 20/week by December 31, 2015
• number of memberships will reach 20 by December 31, 2015
• number of participants in workshops (minimum of 6) and visitors at art shows (75
visitors for each)
• financial self-sufficiency
Benefits to Pickering Community
• historical building is used, maintained and showcased
• book and media exchange
• variety of cultural community events offered in Whitevale
• support local community
This proposal has been prepared by the Whitevale Arts and Culture Centre Committee
(D.Anderson, P.Lowe, B. Michaud and B. Sopher)
61
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ENGINEERING&PUBLIC ATTACHMENT FOR CULTURE &
WORKS DEPARTMENT Cifg
CAPITAL PROJECTS& RECREATION REPORT CR 16-15
INFRASTRUCTURE WHITEVALE& DISTRICT RESIDENTS'
) SCALE ASSOCIATION V RICAN NIIC 7
N.T.S Ile 12/2015
62
Cluj • Report to
Executive Committee
PICKERING Report Number: CR 17-15
Date: July 6, 2015
From: Marisa Carpino
Director, Culture & Recreation
Subject: Tender for Oddfellows Hall Relocation at Pickering Museum Village
- Tender No. T-11-2015
- File: A-1440
Recommendation:
1. That Report CR 17-15 of the Director, Culture & Recreation regarding the
Oddfellows Hall Relocation at Pickering Museum Village be received;
•
2. That Tender No. T-11-2015 submitted by Jeffery G Wallans Construction Ltd. in
the amount of$372,848.02 (HST included) be accepted;
3. That the total gross project cost of$505,863.00 (HST included), including the
amount of the tender and other associated costs, and the total net project cost of
$455,545.00 (net of HST rebate), be approved;
4. That Council authorize the Division Head, Finance & Treasurer to finance the net
project cost in the amount of$455,545.00 as follows:
a) The sum of$400,000.00 as approved in the 2014 Museum Capital Budget to
be increased to $455,000.00, be financed by undertaking an internal loan not
to exceed ten years;
•
b) The sum of$545.00 to be funded from property taxes; and
5. That the appropriate City of Pickering officials be authorized to take the
necessary action to give effect hereto.
Executive Summary:
This restoration project of the Oddfellows Hall involves reinforcing the main hall floor,
repairing the plaster walls and most significantly, relocating and turning the building 100
feet south from its present location at the northeast corner of the Pickering Museum
Village lower site. This relocation will serve to integrate it better with the surrounding
heritage buildings. The Oddfellows Hall will be set on new structural concrete and will
feature a new fully water proofed basement that will be air conditioned to provide
additional and much needed storage space for the museums collection and artifacts.
As a result of this restoration project, the main hall will be made available for rentals, 63
Report CR 17-15 July 6, 2015
Subject: Tender for Oddfellows Hall Relocation . Page 2
at the Pickering Museum Village
programming and events accommodating up to 120 occupants. To that end, Tender
No. T-11-2015 was prepared and advertised on the City's website.
The low bid submitted by Jeffery G. Wallans Construction Ltd. in the amount of
$372,848.02 (HST included) is recommended for approval. The total gross project cost
is estimated to be $505,863.00 and the total net project cost is estimated at
$455,545.00 (net of HST rebate).
Financial Implications:
1. Tender Amount
Tender No. T-11-2015 $329,954.00
HST (13%) 42,894.02
Total Gross Tender Cost $372,848.02
2. Estimated Project Costing Summary
Tender No. T-11-2015 $329,954.00
Land Surveyor 1,832.00
Geotechnical 6,700.00
Consulting Costs 39,180.00
Contingency 70,000.00
Total Cost $447,666.00
HST (13%) 58,197.00
Total Gross Project Costs $505,863.00
HST Rebate (11.24%) (50,318.00)
Total Net Project Costs $455.545.00
3. Approved Source of Funds
Pickering Museum Village
Approved Code Source of Funds Budget Required
5744.1402.6149 Internal Loan-10 year $400,000.00 $455,000.00
Property Taxes 0.00 545.00
Total Funds $400,000.00 $455,545.00
64 •
Report CR 17-15 July 6, 2015
Subject: Tender for Oddfellows Hall Relocation Page 3
at the Pickering Museum Village
Project Cost under (over) approved funds by ($55,545.00)
This project has an over-expenditure that exceeds 13% of the budget approved amount,
largely due to higher (20%) than normal provision for Contingency to make allowances
for the challenging ground conditions at the Pickering Museum Village or in the event of
unforeseen structural deficiency. This contingency may not be required.
In accordance with Section 11.04 of the City's Financial Control Policy, over-
expenditure exceeding 10% of the approved capital expenditure shall require the
approval of the Treasurer, the Chief Administrative Officer, and Council. Council
approval is being sought at this time for the additional funds required.
Discussion:
Originally located on North Road, near Whitevale, Oddfellows Hall was among the many
buildings that formed the original museum village located in Brougham, and was
relocated to its present placement on the lower site when the entire museum village was
moved to Greenwood in the late 1970s. Unlike the majority of the other buildings on the
lower site, which are grouped and organized along the main road, Oddfellows Hall
stands apart and faces the north fence line at the corner of Concession Road 6 and
Greenwood Road. The building is to be relocated approximately 100 feet to the south,
and turned 90-degrees counterclockwise, placing it roughly 30 feet north of the existing
blacksmith shop and facing the main road.
The existing concrete block pier foundations are prone to lifting as the ground freezes,
wracking the building and causing damage to the interior plaster finishes. Frost heave
from the high water table can be so extensive that the porches and ramps lift several
inches, rendering both entrances inaccessible, and the building unusable.
Designated substance reviews, geotechnical testing and survey work was completed in
2014 in preparation of this project. Barry Bryan Associates were retained by the City
through RFP-10-2014 to prepare working drawings and specifications for the full scope
of work.
•
Oddfellows Hall shall be moved and set upon a fully water-proofed, poured concrete
foundation and basement, including separate stair access through an addition at the
rear. The building's new heating and ventilation system will provide air conditioned
storage space for some of the museum's more sensitive pieces from the artifact
collection, and furniture required to support everit rentals and programming. Structural
reinforcement of the main hall floor will allow the space to accommodate up to 120
occupants, 80 for table seating, and can be configured for theatre performances or
other similar functions. .
65
Report CR 17-15 July 6, 2015
Subject: Tender for Oddfellows Hall Relocation Page 4
at the Pickering Museum Village
Bids have been received to the tendering call, which closed on Thursday, June 11, 2015
for the Oddfellows Hall Relocation at Pickering Museum Village. A mandatory site visit
was held on Tuesday, June 2, 2015 and seven bidders attended, of which four bidders
submitted a tender for this project.
The low bidder, Jeffery G. Wallans Construction Ltd, has submitted a copy of the Health
& Safety Policy, the current WSIB Workplace Injury Summary Report and Clearance
Certificate, confirmation of Ministry of Labour Health and Safety Awareness Training for
every worker and supervisor on this project, proof of compliance with amended
Confined Space Entry Regulations (September 30, 2006), along with copies of
certification and all are acceptable to the (Acting) Coordinator, Health & Safety.
Certificate of Insurance is deemed acceptable to Manager, Budgets & Internal Audit.
Waste Management Plan and list of subcontractors has been approved by the Manager,
Facility Operations. In conjunction with the foregoing approvals, staff have reviewed the
previous work experience of Jeffery G. Wallans Construction Ltd, the references
provided and the bonding available on this project and the bid is deemed acceptable.
Upon careful examination of all tenders and relevant documents received, the Culture &
Recreation Department recommends the acceptance of the low bid submitted by Jeffery
G. Wallans Construction Ltd. for Tender No. T-11-2015 in the amount of$372,848.02
(HST included) and that the total net project cost of$455,545.00 be approved.
Attachments:
1. Supply & Services Memorandum dated June 12, 2015.
Prepay'd By: Approved/Endorsed By:
tr
Vince Plouffe Marisa Carpino
Supervisor, Facilities Operations • Director, Culture & Recreation
c) Pll
Brian J. Duffield Stan Karwowski, CPA, CMA, MBA
Manager, Facilities Operations Division Head, Finance &Treasurer
66
Report CR 17-15 July 6, 2015
Subject: Tender for Oddfellows Hall Relocation Page 5
at the Pickering Museum Village
Vera A. F, gemacher
C.P.P., CPPO, CPPB, C.P.M., CMM Ill
Manager, Supply & Services
Caryn Kong, CPA, CGA
Senior Financial Analyist-Capital
& Debt Management
MM:mc
Recommended for the consideration
of Pickering ity Council
., , �i ZD(S
Tony Prevedel, P.Eng:
Chief Administrative Officer
•
•
67
•
City os4 _. TACHMEW#_.#1_1-0 REPORT# 1-7- I
IE .
_-.; _
PICKERING - Memo
To: Marisa Carpino June 12, 2015
Director, Culture & Recreation •
CULTURE&RECREATION DIVI ION
From: Vera A. Felgemacher RECEIVED •
Manager, Supply & Services FILE NO.
•
ABEY TO
Copy: Manager, Facilities Operations G ;�rD co,Y o c-� E
Supervisor, Facilities Operations
-� -
p p CA.o -. 'CLERK
CLERK
CUl&RFC I COFr SERUtCES
Subject: Tender No. T-11-2015 M t
Tender for Relocation of Oddfellows Hall MPE oP5 CENTRE HUMAN RESOURCES IIII
File: F-5400-001 FAC OPERATIONS OFFICE SUSTAII
• h Mg PLAN&DEV
Tenders have been received for the above project. An advertisement was placed on the City's
website inviting companies to download the tendering documents for the above mentioned tender.
Three tenders were received.
A copy of the Record of Tenders Opened and Checked used at the public tender opening is
attached. Tenders shall be irrevocable for 60 days after the official closing date and time.
Purchasing Procedure No. PUR 010-001, Item 13.03 (r) provides checking tendered unit prices
and extensions unit prices shall govern and extensions will be corrected accordingly, which has
been done.
Copies of tenders are attached for your review. .
•
Summary
• Harmonized Sales Tax Included
Bidder Total Tendered Amount After Calculation Check
Jeffrey G..Wallans Const. $372,848.02 $372,848:02
Unlimited Building Solutions $550,724.87 $550,724.87
Silver Birch Contracting Ltd. $679,130.00 $679,130.00
Automatic rejection -addenda not acknowledged.
W. S. Morgan Construction Ltd. Reference: Purchasing Policy No. PUR 010, Item
23.02 (11), Information to Bidders Items 9, 13, 22, 24,
• 25, 26, 40, 41, 42, Addendum No. 1
Pursuant to Information to Bidders Item-27 and Tendering Specifications Item 20, the following
documentation will be requested of the low bidder for your review during the evaluation stage
of this tender call. Please advise if we are to proceed with this task.
68 (a) a copy of the Health and Safety Policy to be used on this project;
(b) a copy of the current Workplace Injury Summary Report issued by Workplace
Safety & Insurance Board (in lieu of the Workplace Injury Summary Report
document, a copy of the current CAD 7, NEER, or MAP reports may be
submitted);
(c.) a copy of the current Clearance Certificate issued by Workplace Safety &
Insurance Board;
(d) copies of Ontario Ministry of Labour, Health and Safety Awareness Training
certificates for every worker and supervisor who will be working on this project;
(e) proof of compliance with amended Confined Space Entry Regulations
(September 30,.2006). Copies of certified Training and Procedures to be used
on this project; .
(f) a list of employees trained in the confined space entry procedure who will be
working on this project; •
(g) the City's certificate of insurance or approved alternative form completed by
the Bidder's agent, broker or insurer; and
(h) a waste management plan.
Barry Bryan Associates as the consultants on.this project will be reviewing submissions and
making recommendations to you. The consultant should also review carefully all submittal
information based on tendering instructions. If the consultant notices any infractions or
information missing during the evaluation, please contact a member of Supply & Services as
soon as possible.
In accordance with Purchasing.Policy Item 06.12 (a) where the compliant quotation or tender
meeting specifications and offering best value to the City is acceptable and the estimated total .
purchase price is over$125,000, the Manager may approve the award, subject to approval of
the Director, CAO and Council. In accordance with Purchasing Policy Item 06.04, the authority
for this dollar limit excludes HST.
Please include the following items in your memorandum:
1. items (a) through.(g) above, are acceptable to the Employment & Compensation Specialist;
2. the Certificate of Insurance is acceptable to the-Manager, Budgets & Internal Audit;
3. the list of subcontractors is acceptable;
4. any past work experience with the low bidder Jeffrey G. Wallans Const. including work
location;
5. without past work experience, if reference information is acceptable;
6. the appropriate account number(s) to which this work is to be charged;
7. the budget amount(s) assigned thereto;.
8. Treasurer's confirmation of funding;
9. related departmental approvals; and •
10.. related comments specific to the project.
After receiving Council's approval, an approved "on-line" requisition will be required to proceed.
Enquiries can be directed to the City's website for the unofficial bid results as read out at the public
to der opening. Bidders will be advised of the outcome in due course.
If , u require further information, please feel free to contact me or a member of Supply & Services'.
V .
VAF .
Attachments
June 12, 2015
Tender No. T-11-2015 Page 9
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00 A Report to
= Executive Committee
PICKERING
Report Number: ENG 10-15
Date: July 6, 2015
From: Richard Holborn
Director, Engineering & Public Works
Subject: All-way Stop Control Review, Maple Ridge Drive
- File: A-1440
Recommendation:
1. That Report ENG 10-15 of the Director; Engineering & Public Works regarding an
all-way stop review on Maple Ridge Drive be received;
2. That the attached by-law be enacted to amend Schedule "7" to By-law 6604/05 to
provide for the regulation of stop signs on highways or parts of highways under the
jurisdiction of the Corporation of the City of Pickering, specifically to address the
proposed relocation of the existing all-way stop control at the intersection of Maple
Ridge Drive and Harvest Drive to_the intersection of Maple Ridge Drive and Maple
Gate Road/Pebblestone Crescent; and
3. That a yellow centreline be placed along the curve on Maple Ridge Drive between
Harvest Drive and Bushmill Street and a warning sign be installed for eastbound
traffic before the bend.
Executive Summary: In May 2014, an all-way stop control was installed at the
intersection of Maple Ridge Drive and Harvest Drive, as a means to assist pedestrians
crossing Maple Ridge Drive, and to slow down traffic on Maple Ridge Drive, particularly
at the curve between Harvest Drive and Bushmill Street where the majority of collisions
were occurring.
The City of Pickering has received two petitions from area residents since the
installation of the all-way stop control requesting the following action:
1. relocate the all-way stop control further west to the intersection of Maple Ridge
Drive and Maple Gate Road/Pebblestone Crescent (signed by 294 residents)
2. have the all-way stop control remain at Maple Ridge Drive and Harvest Drive
. (signed by 29 residents)
At the September 15, 2014 Council meeting, staff were directed to complete further
public consultation with area residents regarding the location of the all-way stop control,
and to report the findings and a recommendation to City Council.
71
ENG 10-15 July 6, 2015
Subject: All-way Stop Control Review, Maple Ridge Drive Page 2
Community consultation with area residents within the Maple Ridge Neighbourhood
commenced on March 18, 2015 and ended on April 14, 2015.
In recognition of all the responses received from the community consultation,
Engineering & Public Works staff support the recommendation originally presented in
Report ENG 05-14, and recommends that the municipal Traffic By-law 6604/05 be
amended to reflect the removal of the all-way stop control at the intersection of Maple
Ridge Drive and Harvest Drive and for the installation of an all-way stop control at the
intersection of Maple Ridge Drive and Maple Gate Road/Pebblestone Crescent.
Also, to assist motorists with navigating the curve on Maple Ridge Drive between
Harvest Drive and Bushmill Street; Engineering & Public Works staff recommend that a
yellow centreline be placed along the curve and a warning sign be installed for
eastbound traffic before the bend.
Financial Implications: The relocation of stops signs, advance warning signs, and
stop bar and pavement markings from the intersection of Maple Ridge Drive and
Harvest Drive to the intersection of Maple Ridge Drive and Maple Gate
Road/Pebblestone Crescent, as well as, curve warning signage and a yellow centreline
for the curve on Maple Ridge Drive can be accommodated within the 2015 Roads
Current Budget.
Discussion: On September 16, 2013 Pickering City Council passed
Resolution #106/13 (Attachment 1) for staff to review Maple Ridge Drive between_Dixie
Road and Finch Avenue for safe opportunities for pedestrians to cross citing a number
of amenities to access. On October 3, 2013 residents of Maple Ridge Drive and
surrounding areas submitted a petition to the City, signed by 50 residents, requesting
the installation of an all-way stop control on Maple Ridge Drive at either Maple Gate
Road/Pebblestone Crescent or Harvest Drive to address traffic concerns.
In response to Council Resolution # 106/13, staff completed a detailed review of Maple
Ridge Drive to determine safe locations for pedestrians to cross. Based on the review,
staff recommended placement of an all-way stop control at the intersection of Maple
Ridge Drive and Maple Gate Road/Pebblestone Crescent.
Report ENG 05-14 (Attachment 2), which detailed the staff review and recommended
the installation of an all-way stop control at Maple Ridge Drive and Maple Gate
Road/Pebblestone Crescent was presented to the Executive Committee on February 3,
2014.
On February 24, 2014, at the regular Council meeting, Pickering City Council passed
Resolution #184/14 (Attachment 3) for an all-way sto p control to be installed at the
intersection of Maple Ridge Drive and Harvest Drive.
CORP0227-07/01 revised
72
ENG 10-15 July 6, 2015
Subject: All-way Stop Control Review, Maple Ridge Drive Page 3
During the week of May 12, 2014 to May 16, 2014 an all-way stop control was installed
at the intersection of Maple Ridge Drive and Harvest Drive.
Since installation of the all-way stop control at Maple Ridge Drive and Harvest
Drive, two petitions were received by staff.
Since the installation of the all-way stop control, the City of Pickering has received two
separate petitions from area residents, which indicated the following:
• petition received September 12, 2014 signed by 294 residents to relocate the
existing all-way stop control at the intersection of Maple Ridge Drive and Harvest
Drive further west to the intersection of Maple Ridge Drive and Maple Gate
Road/Pebblestone Crescent
• petition received October 20, 2014 signed by 29 residents to have the existing all-
way stop control remain at Maple Ridge Drive and Harvest Drive
Consultation with area residents indicated the majority of residents are in favour
of relocating the all-way stop control from Maple Ridge Drive and Harvest Drive to
Maple Ridge Drive and Maple Gate Road/Pebblestone Crescent
At the regular Council meeting on September 15, 2014 Pickering City Council directed
staff to complete community consultation with area residents regarding the location of
the all-way stop control and to report the findings and a recommendation to City
Council.
Community consultation with area residents within the Maple Ridge Neighbourhood
commenced on March 18, 2015 and ended on April 14, 2015. A letter from Engineering
& Public Works staff was sent to 467 homes and provided area residents with an
opportunity to review the existing all-way stop control at Maple Ridge Drive and Harvest
Drive that had been in place for 10 months. Area residents were invited to submit
comments and/or suggestions, as well as, to indicate their support or opposition for
three options that were proposed by City staff. The three options that were considered
by City staff and were included in the consultation notice is to residents is described as
follows:
• Option 1: Have the all-way stop control remain at Maple Ridge Drive and Harvest
Drive
• Option 2: Relocate the existing all-way stop control at Maple Ridge Drive and
Harvest Drive to the intersection of Maple Ridge Drive and Maple Gate
Road/Pebblestone Crescent
• Option 3: Keep the all-way stop control at Maple Ridge Drive and Harvest Drive,
and install a second all-way stop control at Maple Ridge Drive and Maple Gate
Road/Pebblestone Crescent
CORP0227-07/01 revised
73
ENG 10-15 July 6, 2015
Subject: All-way Stop Control Review, Maple Ridge Drive Page 4
The consultation generated 148 replies, from 145 households which represents a
response of approximately 31 percent of the homes. For the purposes of this
consultation, only responses from each individual household were used in the total.
Table 1 details the results of the community consultation.
•
Table 1: Results of the Community Consultation
Total number of community consultation letters sent out 467
Total number of households that responded 145
Total number of households that responded in support of the all-way
stop control to remain at Maple Ridge Drive and Harvest Drive 34 (23%)
(presented as Option 1 in the community consultation)
Total number of households that responded in support of the all-way
•
stop control to be relocated to Maple Ridge Drive and Maple Gate
Road/Pebblestone Crescent 91 (63%)
(presented as Option 2 in the community consultation)
Total number of households that responded in support to add an
additional all-way stop control 8 (5.5%)
(presented as Option 3 in the community consultation)
Total number of households that responded in favour to remove, and
not replace, the existing all-way stop control at Maple Ridge Drive and
p 9 Y
Harvest Drive 8 (5.5%)
(not presented as an option in the community consultation)
Total number of households that did not specify a specific response
related to stop signs on Maple Ridge Drive in the consultation 4(3%)
(presented other concerns in the neighbourhood)
Based on the community consultation, it can be concluded that the majority of residents
in the Maple Ridge Neighbourhood that responded are in favour of relocating the
existing all-way stop control to Maple Ridge Drive and Maple Gate Road/Pebblestone
Crescent.
CORP0227-07/01 revised
74
ENG,10-15 July 6, 2015
Subject: All-way Stop Control Review, Maple Ridge Drive Page 5
Many of the residents in favour of the relocation of the all-way stop control indicated that
they would like it moved for the following reasons:
• more pedestrians cross at Maple Ridge Drive and Maple Gate Road/Pebblestone
Crescent than at Maple Ridge Drive and Harvest Drive
• Maple Ridge Drive and Maple Gate Road/Pebblestone Crescent is a busier
intersection than Maple Ridge Drive and Harvest Drive
• since installation of the all-way stop control at Maple Ridge Drive and Harvest Drive
cut-through traffic on Harvest Drive has increased since many residents use the all-
way stop control to turn onto Maple Ridge Drive
Most residents that would like the all-way stop control to remain at Maple Ridge Drive
and Harvest Drive indicated that they would like it to remain for the following reasons:
• the all-way stop control at the intersection of Maple Ridge Drive and Harvest Drive
has slowed down traffic around the bend, which is why the residents had originally
asked for an all-way stop control to begin with
• relocation of the all-way stop control is not necessary as the current all-way stop
control is working
• the existing all-way stop control provides a level of safety for people walking along
the curve as cars are forced to slow down
Staff recommends the relocation of the all-way stop control from Maple Ridge
Drive and Harvest Drive to Maple Ridge Drive and Maple Gate Road/Pebblestone
Crescent
In recognition of all the responses received, Engineering & Public Works staff support
the recommendation originally presented in Report ENG 05-14 and recommend that the
municipal Traffic By-law 6604/05 be amended to reflect the removal of the all-way stop
control at the intersection of Maple Ridge Drive and Harvest Drive and the installation of
an all-way stop control at the intersection of Maple Ridge Drive and Maple Gate
Road/Pebblestone Crescent.
Also, to assist motorists with navigating the curve, city staff recommend that a yellow
centerline be placed at the curve on Maple Ridge Drive between Harvest Drive and
Bushmill Street and a warning sign be installed for eastbound traffic before the bend.
The relocation of the all-way stop control to Maple Ridge Drive and Maple Gate
Road/Pebblestone Crescent and proposed curve warning signage and yellow centreline
pavement marking is shown graphically in Attachment 4. The draft by-law amendment
to Schedule "7" of by-law 6604/05 is presented in Attachment 5.
•
CORP0227-07/01 revised
75
ENG 10-15 July 6, 2015
Subject: All-way Stop Control Review, Maple Ridge Drive Page 6
Attachments:
1. Directive Memorandum dated September 19, 2013 - Council Resolution #106/13
2. Report ENG 05-14, Proposed All-way Stop Maple Ridge Drive and Maple Gate
Road/Pebblestone Crescent
3. Directive Memorandum dated February 28, 2014, Council Resolution #184/14
4. Location Map - Proposed Relocation of All-way Stop Controls, Maple Ridge Drive
5. Draft By-law 6604/05 Amendment—Schedule 7, Stop Signs
Prepared By: Approved/Endorsed By:
'de
Nathan Emery Rich rd Holborn, P. Eng.
Coordinator, Traffic Operations Dirptor, Engineering & Public Works
i✓f.
D)?:7/
ell Selsky, CET, CMM III
Manager, Capital Projects & Infrastructure
NE:mjh
Recommended for the consideration
of Pickering City Council
agtheeici'r/ trif 1015-
•
Tony Prevedel, P.Eng.
Chief Administrative Officer
CORP0227-07/01 revised
76
7C€-HMENT#_ <<Fp,- 9T C1'1`2 j 0- I1
Legislative Services Division
Clerk's Office
Directive Memorandum
September 19, 2013
To: Richard Holborn
Director, Engineering & Public Works
From: Debbie Shields
City Clerk
Subject: Direction as per Minutes of the Meeting of City Council
held on September 16, 2013
Notice of Motion
Frequent Pedestrian Crossings and Safety Initiatives on Maple Ridge
Drive
Council Decision Resolution #106/13
Whereas: the residents of the Maple Ridge Neighbourhood have expressed safety
concerns with traffic and safe opportunities for pedestrians to cross Maple Ridge Drive
between Dixie Road and Finch Avenue.
Whereas: there are a number of amenities for pedestrians to access including: two
elementary schools; Maple Ridge Public School and St. Isaac Jogues Catholic School;
Maple Ridge Park, and Maple Ridge Plaza, that necessitate crossing Maple Ridge
Drive.
Whereas: there is presently only one stop sign location at the intersection of Maple
Ridge Drive and Bushmill Street that provides for a safe crossing location, and that this
intersection is too far out of the way and impractical for most pedestrians crossing to the
amenities.
Now therefore be it resolved;
1. That staff be directed to review the matter regarding frequent pedestrian
crossings of Maple Ridge Drive and other traffic calming measures to determine
opportunities of safe crossing points through the establishment of stop signs or
other means.
77
ATTACHMENT#1_ TO REPORT# ? 1° 15
Subject: Directive Memorandum Sept. 19/13
Notice of Motion — Maple Ridge Drive Page 2
2. Maple Ridge Drive at
a) Harvest Street or Fieldstone Drive
b) Maple Ridge Drive and Pebblestone Crescent
3. That staff report back to Council as soon as practical with a summary of their.
investigation, including a proposed by-law for the placement of new stop sign
locations, if any.
Please take any action deemed necessary.
Debbie Shields .
/Ir S
Copy: Chief Administrative Officer
78
ATTACHMENT# TO REPORT# Cl JO°/S-
cat/ Report to
Executive Committee
•
PICKERIl V G
•
Report Number: ENG 05-14
Date: February 3, 2014
From: Richard Holborn
Director, Engineering & Public Works
Subject: Proposed All-way Stop Maple Ridge Drive and Maple Gate
Road/Pebblestone Crescent
- Amendment to By-law 6604/05
- File: - A 1440
Recommendation:
1. That Report ENG 05-14 of the Director, Engineering & Public Works regarding the
proposed installation of an all-way stop control at Maple Ridge Drive and Maple
Gate Road/Pebblestone Crescent be received;
2. That the attached draft by-law be enacted to amend Schedule "7" to By-law 6604/05
to provide for the regulation of stop signs on highways or parts of highways under
the jurisdiction of the Corporation of the City of Pickering, specifically to address the
proposed installation of all-way stop control at the intersection of Maple Ridge Drive
and Maple Gate Road/Pebblestone Crescent.
•
Executive Summary: In response to residents' concerns and Resolution #106/13
from Pickering City Council regarding traffic concerns on Maple Ridge Drive including
opportunities for safe pedestrian crossings, staff have completed a review of traffic
volumes, undertook observations of vehicle and pedestrian traffic, and engaged the
community through a consultation process. The consultation process determined that
the majority of residents supported an all-way stop at the intersection of Maple Ridge
Drive and Maple Gate Road/Pebblestone Crescent. Therefore, based on the results of
the community consultation and to allow for a safe crossing location on Maple Ridge
Drive for pedestrians given that there are a number of amenities in the surrounding area
including Maple Ridge Public School, St. Issac Jogues Catholic School, St Issac Jogues
Church, Maple Ridge Park and Maple Ridge Plaza and that there is only one existing
crossing location at Maple Ridge Drive and Bushmill Street, Engineering & Public Works
staff recommends the placement of an all-way stop at the intersection of Maple Ridge
Drive and Maple Gate Road/Pebblestone Crescent. In addition based on the review,
staff recommends that the existing stop ahead sign for eastbound traffic approaching
the existing all-way stop at the intersection of Maple Ridge Drive and Bushmill Road be
moved further west to allow more distance in between the warning sign and the existing
all-way stop.
79
Report ENG 05-14 ATTACHMENT#�TOREPORT# ____67 F bru/ary 3, 2014
-of t4
Subject: Proposed All-way Stop Maple Ridge Drive and
Maple Gate Road/Pebblestone Crescent Page 2
Financial Implications: The installation of stops signs, advance warning signs and
stop bar pavement markings can be accommodated within the Roads current budget.
Discussion: On April 16, 2013 a single motor vehicle accident occurred on
Maple Ridge Drive that resulted in a vehicle driving over several properties on the north
side of the road between Harvest Drive and Bushmill Street. The accident was an
isolated incident, however, it prompted several residents to contact city staff and city
officials to express safety concerns with traffic and safe opportunities for pedestrians to
cross Maple Ridge Drive. Staff spoke with the residents at that time and initiated a
traffic study to determine if an all-way stop would be warranted. The Durham Regional
Police and ROAD WATCH performed speed enforcement on the roadway during this
period and found that vehicles were driving, on average, approximately 50 km/h.
On September 16, 2013 Pickering City Council passed Resolution #106/13 (Attachment
1) for staff to review Maple Ridge Drive between Dixie Road and Finch Avenue for safe
opportunities to cross citing a number of amenities for pedestrians to access including
two elementary schools; Maple Ridge Public School and St. Isaac Jogues Catholic
School; St Issac jogues Church, Maple Ridge Park, and Maple Ridge Plaza, that
necessitate crossing Maple Ridge Drive. Currently there is only one crossing location
on Maple Ridge Drive at Bushmill Street between Dixie Road and Finch Avenue. The
residents of Maple Ridge Drive and surrounding areas then submitted a petition to the
City on October 3, 2013 requesting an additional all-way stop on Maple Ridge Drive at
either Maple Gate Road/Pebblestone Crescent or Harvest Drive to address concerns.
- City staffs review of Maple Ridge Drive included the following:
• Collection of pedestrian volumes, vehicle volumes and vehicular speeds
• Completion of municipal all-way stop warrants on Maple Ridge Drive at the
intersections of Maple Gate Road/Pebblestone Crescent, Harvest Drive and
Fieldstone Circle
• Observations of vehicle and pedestrian traffic
• Review of existing signs and pavement markings
The results of the review and recommendations are presented in the following sections.
Intersection Counts, Sightlines and Collision History indicate that additional all-
• way stops are not required along Maple Ridge Drive
To determine if an additional all-way stop is necessary on Maple Ridge Drive staff
completed municipal all-way stop warrants, in accordance with the City's Safer Streets
Traffic Management Strategy. The City's all-way stop warrant calculates whether an all-
way stop is required. The all-way stop warrant takes traffic volumes, reported collision
history and sightlines into consideration.
'80
ATTACHMENT#, TOREPORT#-ti
Report ENG 05-14of� February 3, 2014
Subject: Proposed All-way Stop Maple Ridge Drive and
Maple Gate Road/Pebblestone Crescent Page 3
Eight-hour vehicle and pedestrian turning movement counts were completed on Maple
Ridge Drive at the intersections of Maple Gate Road/Pebblestone Crescent, Harvest
Drive and Fieldstone Circle. The counts were completed between September 10, 2013
to September 12, 2013. The specific time periods counted were 7am to 9am, 11 am to
1pm and 2pm to 6pm. The intersection of Maple Ridge Drive and Maple Gate
Road/Pebblestone Crescent also had an eight-hour turning movement count completed
on June 12, 2013, however, the September count produced higher traffic volumes,
therefore the September count was used in the analysis.
Based on the turning movement counts, the busiest intersection for both traffic entering
and pedestrians crossing Maple Ridge Drive is the intersection of Maple Gate
Road/Pebblestone Crescent. There were 60 pedestrians crossing Maple Ridge Drive
during the 8-hour count at Maple Gate Road/Pebblestone Crescent. The peak hour for
both vehicular and pedestrian traffic for the morning and afternoon periods at the
intersection of Maple Ridge Drive and Maple Gate Road/Pebblestone Crescent are 7:45
am to 8:45 am and 5:00 pm to 6:00 pm.
The reported collision history for Maple Ridge Drive indicates that there were four
reported collisions on the roadway between Dixie Road and Bushmill Street during the
previous five year period. None of these collisions would be correctable through the
installation of an all-way stop.
At all studied intersections, there are sufficient sightlines based on the posted speed
limit to see oncoming vehicles along Maple Ridge Drive in both the eastbound and
westbound directions.
Overall, the all-way stop warrant requirements were not fulfilled for the intersections of
Maple Gate Road/Pebblestone Crescent, Harvest Drive and Fieldstone Circle on Maple
Ridge Drive. The all-way stop warrants can be found in Attachment 2, Attachment 3 and
Attachment 4.
Speed data indicates the existing operating speed of the roadway would not
warrant traffic calming measures
Speed data was collected between September 17, 2013 and September 19, 2013 for
Maple Ridge Drive. Based on the speed study, the 85th percentile speed, which is the
speed at which 85 percent of the traffic is travelling at or below, is 50 km/h for both
eastbound and westbound traffic. The posted speed limit is 40 km/h. An operating
speed of 10 km/h over the speed limit would not warrant a need for traffic calming
measures according to the City's Safer Streets Traffic Management Strategy.
Community Consultation indicates the Majority of residents are in favour of an
all-way stop at Maple Ridge Drive and Maple Gate Road/Pebblestone Crescent
Community consultation commenced on October 11, 2013 and completed on November
8, 2013. A letter from City staff was sent to approximately 420 homes on Maple Ridge 81
-� -NC-7 /cam/5"--Report ENG 05-14 ATTACHMENT# Il-r TOREPORT# February 3, 2014
of
Subject: Proposed All-way Stop Maple Ridge Drive and
Maple Gate Road/Pebblestone Crescent Page 4
Drive, Maple Gate Road, Cedarwood Court, Pebblestone Crescent, Cedarcroft
Crescent, Harvest Drive, and Fieldstone Circle. The letter provided area residents with
an opportunity to consider either an all-way stop at the intersection of Maple Ridge
Drive and Maple Gate Road/Pebblestone Crescent, an all-way stop at Maple. Ridge
Drive at Harvest Drive, or consider no all-way stops on Maple Ridge Drive, and invited
them to submit comments and/or suggestions, as well as to indicate their support or
opposition.
The consultation generated 76 replies representing approximately 18% of the homes
canvassed. The results of the community consultation can be summarized as follows:
Location Number of
Replies
In support of an all-way stop on Maple Ridge Drive @ 41 (54%)
Maple Gate Road/Pebblestone Crescent
In support of an all-way stop on Maple Ridge Drive @ 23 (30%)
Harvest Drive
Opposed to any new stop signs on Maple Ridge Drive 12 (16%)
Total 76 (100%)
The residents that were opposed to any new stop signs on Maple Ridge Drive noted
that the existing all-way stop at Maple Ridge Drive and .Bushmill Street requires
enforcement, and that any additional stops on Maple Ridge Drive would disrupt traffic
flow.
Fieldstone Circle was mentioned as an alternative set of stop signs in place of Harvest
Drive by a few residents, however, this intersection is too close to the existing all-way
stop at Bushmill Street and would be near the apex of a curve, which is not ideal for
motorists and pedestrians alike. It was brought to City staffs attention that the all-way
stop at the intersection of Bowler Drive and Kitley Avenue is also is a curve. The
intersection of Bowler Drive and Kitley Avenue however presents greater sightlines than
rnt
that of Maple Ridge Drive and Fieldstone Circle as the curve has a higher radius, which
makes the horizontal alignment straighter in comparison.
There were also six residents that requested the conversion of the pedestrian signal at
Finch Avenue at Maple Ridge Drive/Bowler Drive to a full traffic control signal. This
request was sent to the Region of Durham. The request was denied as it was found
full traffic control signals based on recent
that the intersection was not warranted for f g
traffic volumes.
Based on the community consultation, it can be concluded that the majority of
responding residents are in favour of an all-way stop at Maple Ridge Drive and Maple
Gate Road/Pebblestone Crescent.
82
AiTACH M ENT# TO REPORT# 7 4`S�
Report ENG 05-14 of. (77 February 3, 2014
Subject: Proposed All-way Stop Maple Ridge Drive and
Maple Gate Road/Pebblestone Crescent Page 5
Signage on Maple Ridge Drive is adequate but can be improved with additional
warning pedestrian signage
The staff review concluded that the appropriate signs (in conformity with the
requirements of the Ontario Highway Traffic Act) are in place. There are sufficient 40.
km/h speed signs on the roadway.
Signage in the area can be improved on Maple Ridge Drive by moving the stop ahead
sign for the intersection of Maple Ridge Drive at Bushmill Street in the eastbound
direction so•that it is placed further west allowing more distance in between the warning
sign and the existing all-way stop. One resident reply for the community consultation
requested school area and crossing signage on Maple Ridge Drive, however, since
there is no school actually on Maple Ridge Drive, school area and school crossing
signage is not recommended on this stretch of roadway.
Overall based on the results of the community consultation and to allow for a safe
crossing on Maple Ridge Drive for pedestrians given that there are a number of
amenities in the surrounding area including Maple Ridge Public School, St. Issac
Jogues Catholic School, St Issac Jogues Church, Maple Ridge Park and Maple Ridge
Plaza, Engineering & Public Works staff recommends the placement of an all-way stop
at the intersection of Maple Ridge Drive and Maple Gate Road/Pebblestone Crescent.
• Engineering & Public Works staff also recommends that the existing stop ahead sign for
eastbound traffic approaching the existing all-way stop at the intersection of Maple
Ridge Drive and Bushmill Road be moved further west to allow more distance in
between the warning sign and the existing all-way stop.
The proposed all-way stop can be seen in Attachement 5. The proposed by-law
amendment to Schedule 7 of By-law 6604/05 is presented in Attachment 6.
•
Attachments:
1. Notice of Motion, Resolution #106/13, Frequent Pedestrian Crossings and Safety
Initiatives on Maple Ridge Drive
2. All-way Stop Warrant, Maple Ridge Drive and Maple Gate Road/Pebblestone
Crescent
3. All-way Stop Warrant, Maple Ridge Drive and Harvest Drive
4. All-way Stop Warrant Maple Ridge Drive and Fieldstone
5. Proposed All-way Stop, Maple Ridge Drive and Maple Gate Road/Pebblestone
Crescent
6. Proposed By-law 6604/05 Amendment— Schedule 7, Stop Signs
83
ATTACHMENT# 2 TOREPORT# � S
Report ENG 05-14 (�, of. , February 3, 2014
Subject: Proposed All-way Stop Maple Ridge Drive and •
Maple Gate Road/Pebblestone Crescent Page 6
Prepared By: Approved/Endorsed By: •
Nathan Emery Richard Holborn, P. Eng.
Coordinator, Traffic Operations Director, Engineering & Public Works
Darrell Selsky, CET, CMM Ill
Manager, Capital Projects & Infrastructure
NE:ds
Recommended for the consideration
of Pickering City Council
Tony Prevedel, P.Eng.
Chief Administrative Officer
•
84
ATTACHMENT# 3 TOREPORT#
a...�m of
Legislative Services Division
Clerk's Office
Directive Memorandum
February 28, 2014
To: Richard Holborn
Director, Engineering & Public Works
From: Debbie Shields
City Clerk
Subject: Direction as per Minutes of the Meeting of City Council
held on February 24, 2014
Director, Engineering & Public Works, Report ENG 05-14
Proposed All-way Stop Maple Ridge Drive and
Maple Gate Road/Pebblestone Crescent
Council Decision Resolution #184/14
1. That Report ENG 05-14 of the Director, Engineering & Public Works
regarding the proposed installation of an all-way stop control at Maple Ridge
Drive and Maple Gate Road/Pebblestone Crescent be received;
2. That the attached draft by-law be enacted to amend Schedule "7" to By-law
6604/05 to provide for the regulation of stop signs on highways or parts of
highways under the jurisdiction of the Corporation of the City of Pickering,
specifically to address the proposed installation of all-way stop control at the
intersection of Maple Ridge Drive and Harvest Drive.
Please take any action deemed necessary.
Debbie Shields
/Ir
Copy: Chief Administrative Officer
85
•
..t% REP ORi+x /�'C7 /0 -15-
The Corporation of the City of Pickering
By-law No. "
•
• Being a by-law to amend By-law 6604/05
providing for the regulating of traffic and
parking, standing and stopping on highways
or parts of highways under the jurisdiction of
the City of Pickering and on private and
municipal property.
Whereas, By-law 6604/05, as amended, provides for the regulating of traffic and parking
on highways, private property and municipal property within the City of Pickering; and
Whereas, it is deemed expedient to amend Schedule 7 to By-law 6604/0.5 to provide for
the regulation of stop signs on highways or parts of highways under the jurisdiction of
the Corporation of the City of Pickering.
Now therefore the Council of The Corporation of the City of Pickering hereby enacts as
follows: .
1. Schedule 7 to By-law 6604/05, as amended, is hereby further amended thereto
by the following:
Schedule 7
Stop Signs
Column 1 Column 2
Highway Compulsory Stop Facing Traffic
Add
Maple Ridge Drive @ Maple Ridge Drive, eastbound and westbound
Maple Gate Road/
Pebblestone Crescent
Delete
Maple Ridge Drive @ Maple Ridge Drive, eastbound and westbound
Harvest Drive
87
ATTACHMENT#5 TO REPORT#E'�`� 61 1 0- 1S-
By-law No. XXXX Z Page 2
2. This By-law shall come into force on the day that it is approved by the Council of
the City of Pickering and when signs to the effect have been installed.
By-law passed this 13th day of July, 2015.
David Ryan, Mayor
Debbie Shields, City Clerk
88
Citq o�1 ::
Report to
PICKERING Executive Committee
Report Number: ENG 12-15
Date: July 6, 2015
•
From: Richard Holborn
Director, Engineering & Public Works
Subject: Consultant Selection for the Engineering Design of the Pine Creek
Stormwater Management Facility and Outfall Channel Restoration
File: A-1440
Recommendation:
1. That Report ENG 12-15 of the Director, Engineering & Public Works regarding the
Consultant Selection for the Engineering Design of the Pine Creek Stormwater
Management Facility and Outfall Channel Restoration be received;
2. That the proposal No. RFP-3-2015 submitted by Aquafor Beech Ltd, to undertake
the Engineering Design for the Pine Creek Stormwater Management Facility and
Outfall Channel Restoration in the amount of$70,648.00 (HST included) be
accepted;
3. That the total gross project cost of$106,247.00 (HST included), including the RFP
amount, TRCA fees and associated costs, and the total net project cost of
$95,679.00 (net of HST rebate) be approved;
4. That Council authorize the Division Head, Finance &Treasurer to finance the total
net project cost of$95,679.00 as follows:
• a) The sum of $63,786.00 to be funded from Other Revenue York Region-SEC
Enhancements;
b) The sum of$25,833.00 to be funded from the Development Charges-City's
Share Reserve;
c) The sum of $6,060.00 to be funded from the Development Charges (DC)-
Stormwater Management Reserve Fund; and
5. That the appropriate City of Pickering officials be authorized to take necessary
action to give effect thereto.
89
•
ENG 12-15 July 6, 2015
Subject: Consultant Selection for the Engineering Design of the
Pine Creek Stormwater Management Facility and
Outfall Channel Restoration Page 2
Executive Summary: The scope of work for the Engineering Design of the Pine
Creek Stormwater Management Facility and Outfall Channel Restoration includes
fulfilling all of the requirements for Schedule B undertakings as per the Municipal Class
EA process and to prepare engineering designs and construction drawings for the
stormwater management facility, restoration of the outfall channel and restoration of the
channel located upstream of the culvert at Kitley Avenue.
RFP-3-2015 was issued on March 3, 2015 and closed on April 7, 2015. The Evaluation
Committee reviewed and evaluated the 10 proposals received using criteria outlined in
the RFP.
It is recommended by the Evaluation Committee that Aquafor Beech Limited be retained
to undertake the Engineering Design of the Pine Creek Stormwater Management Facility
and Outfall Channel Restoration at a cost of$70,648.00 (HST included).
In accordance with Section 10.04 of the Purchasing Policy, where the project cost of a
consulting assignment is more than $50,000, the award is subject to the approval of
Council.
Financial Implications:
1. Request for Proposal Amount
RFP-3-2015 $ 62,520.00
HST (13%) 8,128.00
Total $70,648.00
2. Estimated Project Costing Summary
RFP-3-2015 — Proposal for the Engineering Design of the Pine
Creek Stormwater Management Facility and Outfall Channel
Restoration $62,520.00
Associated Costs
TRCA Fees $14,000.00
Miscellaneous Costs 5,000.00
Contingency (20% ) 12,504.00
Sub Total — Costs $94,024.00
HST (13%) 12,223.00
Total Gross Project Costs $106,247.00
HST Rebate (11.24%) (10,568.00)
Total Net Project Costs $95,679.00
CORP0227-07101 revised
90
ENG 12-15 July 6, 2015
Subject: Consultant Selection for the Engineering Design of the
Pine Creek Stormwater Management Facility and
Outfall Channel Restoration Page 3
3. Approved Source of Funds
Account Source of Funds Budget Required
5410.1401.6181 York Region Project— SEC $140,000.00 $63,786.00
Enhancements
5321.1405.6253 Development Charges
City's Share Reserve 56,700.00 25,833.00
DC — Stormwater
Management Reserve Fund 13,300.00 6,060.00
Total: $210,000.00 $95,679.00
Net project costs (over) under approved funds $114,321.00
The 2014 Stormwater Management Capital Budget included $140,000.00 for the
completion of the Municipal Class EA process and the engineering design of the Pine
Creek outfall and channel reconstruction and the 2014 Development Projects (DC
Funded) Capital Budget included $70,000.00 for the completion of the Municipal Class
EA process and the engineering design of the stormwater management facility. Funds
that are unspent for the Municipal Class EA and design components will be available for
the construction components of the project, which are expected to commence in
fall/winter 2016.
The required amount from,each funding source for the Engineering Design and
associated costs component was determined by applying a ratio based on approved
budgets for these two projects. A summary of the funding ratio is as follows:
CORP0227-07!01 revised
91
ENG 12-15 July 6, 2015
Subject: Consultant Selection for the Engineering Design of the
Pine Creek Stormwater Management Facility and
Outfall Channel Restoration Page 4
4. Funding Ratio
Project Description Project Source of Budget % Cost
Code Funds Approved Allocation Allocation
Amount between between
two two
projects projects
Pine Creek Outfall 5410.1401. Other Revenue
Channel Restoration York Region
SEC 140,000.00 67% 63,786.00
Pine Creek SWM Facility 5321.1405. DC Reserve &
Reserve Fund 70.000.00 33% 31,893.00
Total 210,000.00 100% 95,679.00
Pinecreek
Breakdown on source SWM
of funds for 5321.1405. Facility Funding Ratio Amount
DC City's Share Reserve 81% 25,833.00
DC SWM Reserve Fund 19% 6,060.00
Total Funds from 5321.1405. 100% 31,893.00
Discussion:
Council endorsed the Frenchman's Bay Stormwater Management Master Plan.
On April 19, 2010, Council endorsed the Frenchman's Bay Stormwater Management
Master Plan (Master Plan) and authorized City staff to imple
ment the recommendations of the Master Plan subject to budget and further Council
approval for individual projects (Resolution #72/10). The overall goal of the Master Plan
is as follows:
"To address long-standing concerns regarding the ongoing decline in the
quality of the Frenchman's Bay ecosystem by seeking means to control the
quantity and quality of storm runoff entering the local creeks and the Bay itself."
The recommended Master Plan consists of a suite of projects, programs and policies
designed to address issues related to flooding, erosion and poor water quality in
CORP0227-07/01 revised
92
ENG 12-15 July 6, 2015
Subject: Consultant Selection for the Engineering Design of the
Pine Creek Stormwater Management Facility and
Outfall Channel Restoration Page 5
Frenchman's Bay and its' tributary watersheds. The Master Plan addressed Phases 1
and 2 of the Municipal Class EA process and more detailed investigations are required
at the project-specific level in order to fulfill the Municipal Class EA documentation
requirements for the specific Schedule B and C projects identified within the Master
Plan.
The Pine Creek Stormwater Management Facility and Outfall Channel Restoration were
both identified as projects in the Master Plan. The Mountcastle Crescent tributary of
Pine Creek, located within Forestbrook Park, is not a natural watercourse but a 200 m •
outfall channel that connects the storm sewer outfall to Pine Creek (refer to the Location
Map in Attachment#1). The Master Plan noted that restoration of this channel was
required as the uncontrolled flows from the storm sewer outfall have caused severe
erosion such that the outfall channel has downcut approximately two metres below the
apron of the headwall putting it at risk of collapse:In addition, the severe and extensive
erosion has undermined the channel banks, making them unstable resulting in a large
number of fallen trees. The Master Plan had also.identified that a stormwater
management facility was suitable for this location to help attenuate the flows prior to
release into the outfall channel.
•
The Pine Creek Stormwater Management Facility and Outfall Channel Restoration will
be completed as a Schedule B project as it consists of a stormwater management
facility and erosion control works on the downstream outfall channel. As such, Schedule
B projects have to fulfill the documentation requirements for the Municipal Class EA and
require the filing of a Project File Report.
A Request for Proposal (RFP) for Consulting Services for the Pine Creek
q P
Stormwater Management Facility and Outfall Channel Restoration was issued
RFP-3-2015 was issued on March 3, 2015 to submit a proposal to undertake the
Engineering Design of the Pine Creek Stormwater Management Facility and Outfall
Channel Restoration. The RFP process was closed on April 7, 2015, with 10 proposals
submitted.
Aquafor Beech Limited is recommended for selection
The Evaluation Committee, consisting of members from the Engineering & Public Works
Department, evaluated the 10 proposals that were received using the criteria outlined in
the RFP.
The City received submissions from the following 10 consulting firms:
• Aquafor Beech Limited
• Amec Foster Wheeler Environmental & Infrastructure
• Candevcon Limited
• Conestoga Rovers &Associates
CORP0227-07/01 revised
93
ENG 12-15 July 6, 2015
Subject: Consultant Selection for the Engineering Design of the
Pine Creek Stormwater Management Facility and
Outfall Channel Restoration Page 6
• Eco System Recovery Incorporated
• Golder Associates •
•
• Greer Galloway Consulting Engineers
• Morrison Hershfield
• MMM Group Limited
• The Municipal Infrastructure Group Limited
The consultant that received the highest average score (Attachment#2) and best met
the City's needs in completing the Engineering Design of the Pine Creek Stormwater
Management and Outfall Channel Restoration, considering their team's strengths and
previous experience relative to the required work, was Aquafor Beech Limited.
The Health & Safety Policy, a current WSIB Workplace Injury Summary Report and
Certificate of Clearance issued by the Workplace Safety & Insurance Board have been
reviewed and deemed acceptable. The Certificate of Insurance has been reviewed by
the Manager, Budgets & Internal Audit, and is deemed acceptable.
Aquafor Beech is a leading civil engineering firm with significant expertise in completing
stormwater and channel restoration projects under both the Municipal Class EA process
as wells as the Conservation Ontario process. Through those experiences, Aquafor
Beech recognize the environmental and social complexities involved in such projects
and the importance of providing a long-term solution to protect surrounding urban areas
and infrastructure. Recent examples of such projects include the Amberlea Creek
Erosion Control EA in the City of Pickering, the Don River and Humber River Stream
Restoration Class EA in the City of Toronto and the Credit River Erosion Control and
Slope Stabilization in the City of Mississauga.
It is recommended that Aquafor Beech Limited be retained to undertake the Engineering
Design of the Pine Creek Stormwater Facility and Outfall Channel Restoration for
$70,648.00 (HST included). It is also recommended that a net project cost of
$95,679.00 (net of HST rebate) be approved.
Attachments:
1. Location Map
2. Supply & Services Memorandum dated June 4; 2015
3. RFP-3-2015 Stage I — Evaluation of Mandatory Requirements
4. RFP-3-2015 Stage II — Evaluation Rated Criteria
CORP0227-07/01 revised
94
ENG 12-15 July 6, 2015
Subject: Consultant Selection for the Engineering Design of the
Pine Creek Stormwater Management Facility and
Outfall Channel Restoration Page 7
Prepared By: Approved/Endorsed By:
Marilee Gadzovski, M.Sc.(Eng.), P.Eng. Ricly rd Holborn, P.Eng.
Division Head, Dir, ctor, Engineering & Public Works
Water esources & Development Services
Vera A. Felgemacher Stan Karwowski, MBA, CPA, CMA
CSCMP, CPPO, CPPB, CPM, CMM Ill Division Head, Finance & Treasurer
Manager, Supply & Services
RH/MG:Ir
Recommended for the consideration
of Pickering City Council
g9i6e44;P
Zz r Zo/3
Tony Prevedel, P.Eng.
Chief Administrative Officer
•
CORP0227-07/01 revised
•
95
ATTACHMENT#�_TO REPORT#. EN 1 to✓ 1
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ENGINEERING&PUBLIC ATTACHMENT FOR ENGINEERING &PUBLIC WORKS `mil°T
WORKS DEPARTMENT REPORT ENG 12-15 -- .:•,,.. '1 =''=
mJi F N.T.S. JUNE 18/2015 • PINE OUTFALL CHANNEL RESTORATION PROJECT and ti co h•�y ti'61 j
06 �f
•
ATTACHMENT#2 TOREPORT#
•
4-4 x •
imaliN Memo .
•
To: Richard Holbom • • June 4, 2015
Director,'Engineering & Public Works
From: Vera A.•Felgemacher
Manager, Supply & Services •
Copy: Supervisor, Supply & Services .
Division Head,Water Resources & Development Services
• Water Resources Engineer
•
Subject: Request for Proposal No. RFP-3-2015 •
Engineering Design of Pine Creek Stormwater Management Facility and Outfall Channel
Restoration .
• Closing: Tuesday, April 7, 2015. •
File: F-5300-001 •
Terms of Reference for the above project were released on March 3, 2015. An advertisement.
was posted on the City's website. Ten submissions were received by the closing date and time.
All submissions contained the•mandatory requirements for Stage i Evaluation has been
undertaken by Supply& Services. In accordance with Terris of Reference Item 3.3.6, the
proposals satisfying the mandatory requirements before the Rectification Date proceeded to .
Stage II are:
Aquafor Beech Ltd. •
Amec Foster Wheeler Environmental & Infrastructure
• Candevcon-Ltd. •
Conestoga-Rovers &Associates •
Ecosystem Recovery Inc.
Golder Associates
Greer Galloway Consulting Engineers •
Morrison Hershfield •
MMM Group
• The Municipal infrastructure Group Ltd. •
Stage II Evaluation has been undertaken by 2 staff members from Engineering & Public Works,
Employment & Compensation Specialist and the Manager, Budgets and Internal Audit who
•• conducted independent evaluations.of the 10 proposals for their respective sections. An
Evaluation Committee meeting was held on Friday, May 15, 2015 and a combined average score
for each proposal was completed and a copy is attached. •
97
ATTACHMENT# 2 TOREPORT# VC��
•
Stage Ill Evaluation consisted of Supply'&Services scoring the price of the 10 proposals and each
was added to the Evaluation Committee consensus scores and a copy is attached.
• Aquafor Beech Ltd. is the highest scoring proponent with a total upset limit of$70,648.00 HST
included for Phase 1 and Phase 2 of the project. •
In accordance with the.Purchasing Policy 10.04, where the project or annual cost of a consulting
or professional service assignment is expected to be more than $30,000 the Manager shall obtain
• written proposals in accordance with procedures set out in Section 06 and: (b) An award over
$50,000 is subject to"the additional approval of Council.
• Please do not disclose unit or total prices to any enquiries. Respondents will be advised of the .
outcome in due course and all enquiries can be directed to Supply & Services.
If ou require further information, please feel free to contact me, or a member of Supply&
Se ices.
•
VAF/rr
Attachment
•
•
•
•
•
•
• •
•
•
1 •
•
•
June 4, 2015 . " Page 2 .
Request for Proposal No. RFP-3-2015 •
98 • .
ATTACHMENT# 3 .TO REPORT# &67 1.2—t S
Engineering Design of Pine Creek Stormwater Management Facility and Outfall •
Channel Restoration
•
RFP-3-2015
Stage 1 —Evaluation of Mandatory Requirements
Stage I will consist of a review to determine which proposals satisfy all of the mandatory
submission requirements. Proposals failing to satisfy the mandatory requirements as of
the submission date will be provided an opportunity to rectify any.deficiencies.
Proposals failing to satisfy the mandatory requirements as of the rectification date will
be excluded from further consideration. Those submissions that satisfy the mandatory
requirements will proceed to Stage II.
Proposals are to include the following mandatory requirements:
A. Submission Form (Appendix B);
B. Addendum No. 1 Acknowledged;
C. Rate Form
D. Reference Form
•
Company Item Item Item Item
A B . C D
Amec Foster Wheeler .
Aquafor Beech Ltd.
•
Candevcon Ltd: .
Conestoga-Rovers &
Associates
Ecosystem Recovery Inc. •
•
Golder Associates
Greer.Galloway Group Inc.
MMM Group Ltd. .
•
99
ATTACHMENT# _TO REPORT# / ' -
E n g i n e e r i n g Design of Pine C ee e r Management Facility and Outfall
Channel Restoration
RFP-3-2015
Stage 1 — Evaluation of Mandatory Requirements
Morrison Hershfield Ltd.
Municipal Infrastructure
Group Ltd.
•
•
•
10.0
ATTACHMENT#. _To REEQRT#, cNt-1 12--15�
�_of 4
RFP-3-2015
Engineering Design of Pine Creek Stormwater Management Facility and Outfall Channel
Restoration
Stage II - Evaluation Rated Criteria
Stage II will consist of a scoring by the City of each qualified proposal on the basis of the rated
criteria.
The following is an overview of the categories and weighting for the rated criteria of the RFP.
Proponents who do not meet a minimum threshold score for a category will not proceed to Stage Ill of
the evaluation process.
Rated Criteria:Category Weighting (Points)
Experience on Similar Projects and 20
Qualifications
Understanding of Project 15
Work Plan and Deliverables 15
Project Team Overview 15
Quality of References 10
Quality of Proposal 5
Insurance, Health & Safety Documentation 5
Pricing 15
Total Points 100
Experience and Qualifications = 20 Points
The proposal shall include information that provides:
a. three (3) relevant examples of past projects within the last five (5) years that are comparable
in scope. This should include a project synopsis that identifies the team members assembled
who worked on the project, the current project status, budgeted costs versus actual costs,
scheduling issues and resolutions, and design challenges, efficiencies. Provide client names,
contacts and up-to-date contact phone numbers. Advise the references that the City may be
contacting them; and
b. Storm water outfall/channel design and project experience.
Understanding of Project= 15 Points
The proposal shall include information that provides:
c. Information that the Proponent understands the objectives and requirements of this project.
Proponents should relate these objectives to past experience or expertise of the Proponent
and/or their team; and
d. A summary of the risks, problems or issues associated with the work and how they will be
mitigated.
Work Plan and Deliverables-Total Points = 15 Points
a. A detailed timetable indicating when the Proponent can commence the work;
b. A detailed work plan indicating the method, tasks, deliverables;
1.01
ATTACHMENT# TO REPORT# ENiel 19-16-
4;
c. A schedule that identifies work phases (by Gantt Chart or other similar illustration) including
key dates for major deliverables (design development, working drawings, tender specifications,
tendering, construction administration and post construction in the Proponent's detailed work
plan;
d. Proposed staffing roles and the amount of time that they will be dedicated to this project; and
e. State the assumptions regarding the roles and involvement of the City staff.
Project Team Overview= 15 points
a. Identify the prime firm submitting the Proposal and the sub-consultant firms that will be
assembled to undertake the work.
b. The name, title, mailing address, phone number, fax number and e-mail of the Design Project
Leader;
c. Condensed resumes and professional credentials of each individual on the Project Team that
highlights their education, training, and work history;
d. The respective roles of the team members and their current office locations. Team members
named in this RFP cannot be replaced without prior written approval from the City;
e. Current and future project list that will be undertaken by members of the Proponent's team
including their current workload (i.e., identify other competing priorities that are assigned to
each member within this project timeline); and
f. Organizational chart that clearly defines the chain of command for each individual with the
team
Quality of References = 10 Points
Relevance of projects similar in scope and value completed over the last five (5) years. Complete
Appendix D— Reference Form
•
Quality of Proposal = 5 points
Presentation of proposal, examples, details, content organization and how well instructions are
followed.
Insurance, Health & Safety Documentation = 5 Points
All documentation and certificates stated in Item D, Other Mandatory Requirements, being current
and valid.
•
•
102
ATTACHMENT# LI TO REPORT# (7 o-/)
®�.of
Pricing —Total Points = 15 points
Pricing will be scored based on a relative pricing formula using the Rates set out in the Rate Bid
Form.
Each proponent will receive a percentage of the total possible points allocated to price for the
particular category it has bid on by dividing that proponent's price for that category into the lowest bid
price in that category. For example, if a proponent bids $120.00 for a particular category and that is
the lowest bid price in that category, that proponent receives 100% of the possible points for that
category (120/120 = 100%). A proponent who bids $150.00 receives 80% of the possible points for
that category (120/150 = 80%), and a proponent who bids $240.00 receives 50% of the possible
points for that category(120/240 = 50%).
- Lowest rate
x Total available points= Score for proposal with second-lowest rate
Second-lowest rate
Lowest rate
X Total available points = Score for proposal with third-lowest rate
Third-lowest rate
And so on, for each proposal.
•
•
103
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104 . .
Cali Report to
ril Executive Committee
PICKERING
Report Number: ENG 13-15
Date: July 6, 2015
From: Richard Holborn
Director, Engineering & Public Works
Subject: Proposed Traffic and Parking By-law Updates
File: A-1440
Recommendation:
1. That Report ENG 13-15 of the. Director, Engineering & Public Works regarding
various proposed updates to the Traffic and Parking By-law 6604/05 be received;
and
2. That the attached draft by-law be enacted to amend Schedule "1" and Schedule
"2" to By-law 6604/05 to provide for the regulation of stopping and parking on
highways or parts of highways under the jurisdiction of the Corporation of the City
of Pickering, specifically to address the proposed on-street parking on St. Martins
Drive, and proposed stopping and parking restrictions on sections of Pepperwood
Gate, Merritton Road, Glenanna Road and Toy Avenue.
Executive Summary: In response to various traffic concerns by area residents and
to keep the by-law up to date and accurate, Engineering & Public Works staff are
proposing on-street parking on St. Martins Drive;and proposing stopping and parking
restrictions on sections of Pepperwood Gate, Merritton Road, Glenanna Road and Toy
Avenue. .
•
Financial Implications: The installation of`no parking' signs and posts can be
accommodated within the 2015 Roads Current Budget.
•
Discussion: In response to stopping and parking concerns by area
residents in various locations across the City, and a proposal for additional on-street
parking spaces on St. Martins Drive; Engineering & Public Works staff are proposing the
following updates to the Traffic and Parking By-law 6604/05:
On-street parking,is proposed on the west side of St. Martins Drive to allow for
seven additional parking spaces .
City staff was contacted by Chestnut Hill Developments, the owner of the condominium
building and commercial businesses, on St. Martins Drive regarding a proposal for
additional on-street parking on the west side of St. Ma rtins Drive between Bayly Street
105
ENG 13-15 July 6, 2015
Subject: Proposed Traffic and Parking By-law Updates Page 2
and Wayfarer Lane. Currently St. Martins Drive allows parking within the existing layby
• on the east side of the road and just south of the existing layby south towards Radom
Street. Due to the residential development and commercial businesses located on St.
Martins Drive, the existing on-street parking spaces are often at capacity resulting in on-
street parking overflowing onto surrounding roads.
A traffic study and on-street parking plan was prepared by the BA Group on behalf of
Chestnut Hill Developments and submitted to the City of Pickering and the Region of
Durham for approval. The on-street parking proposal allows for seven parking spaces
on the west side of the road, which would be indentified and marked out with paint. As a
result of the proposal, the left-turn lane into the condominium building and the painted
median on St. Martins Drive just south of the condominium building driveway would be
removed. This would allow for 2.5 metre wide parking spaces on street and would retain
a 4 metre lane width on St. Martins Drive adjacent to the proposed on-street parking. No
additional changes to the road would be required. Chestnut Hill Developments will be
responsible for all associated costs related to addition of on-street parking.
The Region of Durham is in agreement with the proposal as the traffic study submitted
indicated that the following concerns from the Region would not be impacted:
• truck, bus and larger vehicle turning movements would not be impacted from Bayly
Street onto. St. Martins Drive with the proposal
• the removal of the left-turn lane into the condominium building would not cause
queuing of traffic on St. Martins Drive to Bayly Street
As Chestnut Hill Developments is proposing to implement proposed on-street parking
on St. Martins Drive over the summer, Engineering & Public Works staff recommend
amending the Traffic and Parking By-law 6604/05 to allow for seven on-street parking
spaces on the west side of St. Martins Drive 30 metres south of Bayly Street to 80
metres south of Bayly Street.
The proposal for on-street parking on St. Martins Drive is shown graphically in
Attachment 1.
Additional stopping restrictions are proposed on Pepperwood Gate
Area residents requested that City staff investigate the extension of stopping restrictions
on Pepperwood Gate in the vicinity of Valley Farm Public School. Safety concerns have
been expressed, specifically with respect to vehicle stopping and parking on sections of
Pepperwood Gate, especially on the south bend in the road by the pedestrian pathway,
which is travelled by pedestrians to and from the school and park.
In response to these concerns, Engineering & Public Works staff have completed a •
review of existing stopping restrictions and initiated community consultation with area
residents.
CORP0227-07/01 revised
106
ENG 13-15 July 6, 2015
Subject: Proposed Traffic and Parking By-law Updates Page 3
•
Based on staffs review and comments received from area residents, Engineering &
Public Works staff are proposing that stopping restrictions during school hours be added
on Pepperwood Gate at the southwest bend in the roadway by the pedestrian path that
leads to and from the school.
The proposed stopping restrictions on Pepperwood are shown graphically in
Attachment 2. -
Parking restrictions on Merritton Road are proposed
Traffic concerns from the area resident and business patrons have been received by
City staff regarding vehicle parking and vehicle access on Merritton Road. Merritton
Road is a no exit road with one residence and multiple commercial businesses.
Currently, visitors and customers to those businesses park on the shoulder of both
sides of the street. It was also noted to City staff that CN vehicles cannot access the
entry point to the railroad tracks due to vehicles parking on Merritton Road.
• In response to these concerns, Engineering & Public Works staff have completed a
review of the existing parking on Merritton Road. Based on this review, it is recognized
that on-street parking is required on the roadway and staff will review parking on the
curve in Merritton Road in consultation`with.businesses in future, however, staff
recommends the following immediate parking restrictions:
• . north side of Merritton Road from the east limit of the roadway to 60 metres west
thereof (CN vehicles excepted)
•_ both sides of Merritton Road from Kingston Road to 40 metres north thereof
Staff also recommends that a yellow centreline be painted on the curve of Merritton
Road. The proposed parking restrictions on Merritton Road are shown graphically in
Attachment 3.
•
U-turn restrictions are proposed and stopping restrictions are proposed to be
extended on Glenanna Road in front of William Dunbar Public School
Traffic concerns from area residents have been received by City staff regarding the
existing restrictions on Glenanna Road in front of William Dunbar Public School.
Concerns have been expressed, specifically with parent's on-street pick-up and drop-off
and u-turns on the road. -
In response to these concerns, Engineering & Public Works staff have completed a
review of the existing stopping restrictions on Glenanna Road in the vicinity of the
school. Based on staffs review, and in consultation with the school's principal and the
school's Parents Council, the following is proposed:
• extension of the existing stopping restrictions by 50 metres on the east and west
side of the'Glenanna Road in front of the Forestbrook Park
• addition of u-turn restrictions in front of the school on Glenanna Road
CORP0227-07101 revised
107
ENG 13-15 July 6, 2015
Subject: Proposed Traffic and Parking By-law Updates Page 4
Although the proposed restrictions are minor, they should have significant impact on
traffic operations and safety, specifically with parent pick-up and drop-off in front of
William Dunbar Public School. Staff will inform the four affected residents of the
extension to the stopping restrictions on the west side of the road before they are
installed, but do not see any issues arising from the change.
The proposed extension of stopping restrictions and addition of u-turn restrictions on
Glenanna Road by William Dunbar Public School are shown graphically in
• Attachment 4.
Stopping Restrictions are proposed on Toy Avenue
There have been numerous concerns from area residents with regards to larger
vehicles blocking a lane of traffic when stopping on Toy Avenue to go into the Tim
Hortons located on the corner of Bayly Street and Toy Avenue.
In response to these concerns, Engineering & Public Works staff from the City of
Pickering completed a review of the restrictions on Toy Avenue. Currently, parking
restrictions are present on the entire limit of both sides of Toy Avenue and the Region of
Durham have placed stopping restrictions on both sides of Toy Avenue from Bayly
Street to 60 metres north thereof, in addition to the existing parking restrictions.
Based on the review and the existing restrictions, Engineering & Public Works staff from
the City of Pickering are proposing that stopping restrictions be recognized in place of
parking restrictions on both sides of Toy.Avenue from Bayly Street to Quartz Street.
The proposed restrictions on Toy Avenue are shown graphically in Attachment 5.
The proposed draft changes to the.Traffic and Parking By-law 6604/05 Schedule 1 and
Schedule 2 for all of the recommended locations within Report ENG 13-15 can be found
in Attachment 6.
Attachments:
1. Proposed On-Street Parking, St. Martins Drive
2. Proposed Stopping Restrictions, Pepperwood Gate
3. Proposed Parking Restrictions, Merritton Road
4. Proposed U-Turn and Stopping Restrictions, Glenanna Road
5. Proposed Stopping Restrictions, Toy Avenue
6. Proposed By-law 6604/05 Amendment, Schedule 1,. No Stopping and Schedule 2,
No Parking
CORP0227-07/01 revised
108
ENG 13-15 July 6, 2015
Subject: Proposed Traffic and Parking By-law Updates Page 5
Prepared By: Approved/Endorsed By:
,,,,,,Nathan Emery Ric and Holb•rn, P. Eng.
Coordinator, Traffic Operations D. ector, Engineering & Public Works
1,--- Darr II Selsky, CET, CMM III
ager, Capital Projects & Infrastructure •
NE:mjh
Recommended for the consideration
of Pickering City Council'6g0e12V jcifx‘z 227 2s)/-5 .
Tony Prevedel, P.Eng.
Chief Administrative Officer
CORP0227-07/01 revised •
109
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Engineering &
City"�
Public Works Department
Proposed Sto In Restrictions u -: _�_
•
- I
P PP 9
�" June, To Avenue • itiSizT io[
N.T.S. June,2015 y
114
•
i
Ai iACHMENT# _ TO REPORT# h/&1 /3-/S--
1 0 ....
The Corporation of the City of Pickering
• By-law No.
Being a by-law to amend by-law 6604/05
providing for the regulating of traffic and
parking, standing and stopping on highways
or parts of highways under the jurisdiction of
the City of Pickering and on private and
municipal property.
Whereas, By-law 6604/05, as amended, provides for the regulating of traffic and parking
on highways, private property and municipal property within the City of Pickering, and
Whereas, it is deemed expedient to amend Schedule 1 and Schedule 2 to By-law
6604/05, specifically to establish on-street parking on St. Martins Drive and to establish
stopping and parking restrictions on sections of Pepperwood Gate, Merritton Road,
Glenanna Road, and Toy Avenue.
Now therefore the Council of The Corporation of the City of Pickering hereby enacts as
follows:
1. Schedule 1 to By-law 6604/05, as amended, is hereby further amended thereto
by the following:
Schedule 1
No Stopping
Column 1 Column 2 Column 3 Column 4
Highway Side Limits (From/To) Prohibited Times
or Days
Delete
Glenanna Road East and Heathside Crescent to 7:30 a.m. to 4:30 p.m.
West 200 metres north of. Monday to Friday
Heathside Crescent
•
Add
Glenanna Road East and Heathside Crescent to 7:30 a.m. to 4:30 p.m.
West 250 metres north of Monday to Friday
Heathside Crescent
115
By-law No. XXXX .47TIChMENT#k= 'iOREPOyT#fV65 1315 Page 2
s2 of
Schedule 1
No Stopping
Column 1 Column 2 Column 3 Column 4
Highway Side Limits (From/To) Prohibited Times
or Days
Add
Pepperwood Gate West 250 metres east of Major 7:30 a.m. to 4:30 p.m.
Oaks Drive to 280 metres Monday to Friday
east of Major Oaks Drive September 1st to June
30t
Toy Avenue East and Bayly Street to Anytime
West Quartz Street •
2. Schedule 2 to By-law 6604/05, as amended, is hereby further amended thereto
by the following:
Schedule 2
No Parking
Column 1 Column 2 Column 3 Column 4
Highway Side Limits (From/To) Prohibited Times
or Days
Delete
St Martins Drive West Bayly Street to Anytime
Radom Street
Toy Avenue Both Bayly Street to the north Anytime
limit of Toy Avenue
Add
St Martins Drive West Bayly Street to 30 metres Anytime •
South of Bayly Street
St Martins Drive West 80 metres south of Bayly Anytime
Street to Radom Street
116
By-law No. =OK
ATTACHMENT# L _TO REPORT#_1 13— Page 3
-- .ot
Schedule 2
No Parking
Column 1 Column 2 Column 3 Column 4
Highway Side Limits (From/To) Prohibited Times
or Days
Add
Merritton Road East and Kingston Road to 40 Anytime
West metres north of Kingston
Road ,
Merritton Road North East limit of Merritton Road Anytime
to 60 metres west thereof '
Toy Avenue East and Quartz Street to the north Anytime
West limit of Toy Avenue
3. This By-law shall come into force on the date that it is approved by the Council of
the City of Pickering and when signs to the effect are installed.
• By-law passed this 13th day of July, 2015.
David Ryan, Mayor '
Debbie Shields, City Clerk
117
City' 00 Report to
Executive Committee
PICKERING
Report Number: ENG 14-15
Date: July 6, 2015
From: Richard Holborn
Director, Engineering & Public Works
Subject: Proposed All-way Stop Control, Rosebank Road and Toynevale Road
File: A-1440
Recommendation:
1. That Report ENG 14-15 of the Director, Engineering & Public Works regarding the
proposed installation of an all-way stop control at the intersection of Rosebank
Road and Toynevale Road be received;
2. That the attached draft by-law be enacted to amend Schedule "7" to By-law
6604/05 to provide for the regulation of stop signs on highways or parts of
highways under the jurisdiction of the Corporation of the City of Pickering,
specifically to address the proposed installation of an all-way stop control at the
intersection of Rosebank Road and Toynevale Road; and
3. That the existing school crossing guard station on Rosebank Road in front of
Rosebank Road Public School be relocated to the intersection of Rosebank Road
and Toynevale Road commencing September, 2015.
Executive Summary: Area residents requested City of Pickering staff to
investigate the installation of an all-way stop control at the intersection of Rosebank
• Road and Toynevale Road. Safety concerns have been expressed, specifically in
regards to-vehicle and pedestrian volumes and sightlines at the intersection.
In response to these concerns, Engineering & Public Works staff have completed a
review of the intersection of Rosebank Road and Toynevale Road, including collection
of pedestrian and vehicle volumes, completion of municipal all-way stop warrants at the
intersection, observations of vehicle and pedestrian traffic, review of existing signs and
pavement markings, and review of the location of the school crossing guard station for
Rosebank Road Public School.
Staff recognizes that the intersection of Rosebank Road and Toynevale Road has a
grade on the north leg such that southbound vehicles approaching the intersection
_ travel uphill.
Observations were completed at the intersection in January 2015, including stopping on
the hill during snowy conditions. It was determined that southbound vehicles are able to
118
1
ENG 14-15 July 6, 2015
Subject: Proposed All-way Stop Control, Rosebank Road
and Toynevale Road Page 2
stop and start on the grade on Rosebank Road when there is snow on the roadway, if
required to so. •
Area residents of the Rosebank Neighbourhood were informed of the proposed all-way
stop control and were given an opportunity to provide comments. Overall there was 27
responses received with 14 residents in support and 13 residents opposed.
Based on the investigation, the City's warrants for all-way stop controls were met with
Warrant 2: Minimum Vehicle Volume being satisfied for both the June 12, 2014, and
January 21, 2015 traffic counts.
Overall, based on the results of the vehicle and pedestrian count with the City's All-way
Stop Warrant being met, Engineering & Public Works staff recommend the placement of
an all-way stop control at the intersection of Rosebank Road and Toynevale Road.
Engineering & Public Works staff also recommend that the existing school crossing
guard station in front of Rosebank Road Public School be relocated to the intersection
of Rosebank Road and Toynevale Road to assist children crossing the intersection over
to Rosebank Road Public School. This will come into effect in the new school year
commencing September 2015.
Financial Implications: The installation of stop signs, advance warning signs, and
stop bar and pavement markings at the intersection of Rosebank Road and Toynevale
Road can be accommodated within the 2015 Roads Current Budget.
Discussion: Area residents requested staff from the City of Pickering to
investigate the installation of an all-way stop control at the intersection of Rosebank
Road and Toynevale Road. Safety concerns have been expressed, specifically in
regards to vehicle and pedestrian volumes and sightlines at the intersection.
In response to these concerns, Engineering & Public Works staff have completed a
review of the intersection at Rosebank Road and Toynevale Road. City staffs review of.
the intersection included the following:
• collection of pedestrian and vehicle volumes
• completion of municipal all-way stop warrants at the intersection
• observations of vehicle and pedestrian traffic
• review of existing signs and pavement markings
• review of the location of the school crossing guard station for Rosebank Road Public
School
CORP0227-07/01 revised
119
p
ENG 14-15 July 6, 2015
Subject: Proposed All-way Stop Control, Rosebank Road
and Toynevale Road Page 3
The results of the review and recommendations are presented in the following sections.
Review of pedestrian and vehicle volumes at the intersection indicate that an all-
way stop control is required based on the City's all-way stop warrant
To determine if an all-way stop control is required at the intersection of Rosebank Road
and Toynevale Road staff completed municipal all-way stop warrants, in accordance
with the City's Safer Streets Traffic Management Strategy. The City's All-way Stop
Warrant calculates whether an all-way stop control is required, taking pedestrian and
vehicular volumes, reported collision history and sightlines into consideration.
Eight-hour vehicle and pedestrian turning movement counts were completed at the
intersection of Rosebank Road and Toynevale Road on Thursday, June 12, 2014 and
again on Wednesday, January 21, 2015. The specific time periods counted were 7:00
am to 9:00 am,11:00 am to 1:00 pm and 2:00 pm to 6:00 pm. The peak hour for both
vehicular and pedestrian traffic for the morning and afternoon periods at the intersection
of Rosebank Road and Toynevale Road are as follows:
• June 12, 2014: 7:45 am to 8:45 am and 5:00 pm to 6:00 pm
• January 21, 2015: 8:00 am to 9:00 am and 5:00 pm to 6:00 pm
The City's warrants for ali-way stop controls were met with Warrant 2: Minimum Vehicle
Volume bring satisfied for both the June 12, 2014, and January 21, 2015 counts. This
warrant is a reduced standard approved in the City's Safer Streets Traffic Management
Strategy 2003 and is 70% of the Provincial All Way Stop Warrant. The June 12, 2014
and January 21, 2015 all-way stop warrants for the intersection can be found in
Attachment 1 and Attachment 2.
Although a warrant has been met, City staff had concern about other factors listed in the
City's Safer Streets Traffic Management Strategy where all-way stop controls should not
be implemented, including:
• Where the protection of pedestrians, school children in particular, is a prime
concern
• Where traffic would be required to stop on grades
Staff recognize that when travelling southbound on Rosebank Road from Granite Court
approximately 40 metres, which then
travel up a 9.35 percent grade for rox y ,
motorists must t p p g pp
transitions into a 2.3 percent grade for approximately 50 metres as it levels out at the
intersection with Toynevale Road. Staff also recognize that there is a hidden
intersection warning sign at the bottom of the hill for southbound travelling vehicles. It is
because of the hill on the north leg that City staff have maintained the position in the
P all-way past, not to install an all-wa stop at the intersection.
CORP0227-07/01 revised
120
ENG 14-15 July 6, 2015
Subject: Proposed All-way Stop Control, Rosebank Road
and Toynevale Road Page 4
Knowing that the intersection is now warranted for installation of an all-way stop control
based on vehicle volumes, observations were completed at the intersection in January
2015, including the ability of vehicles to stop and start on the hill during snowy
conditions. It was determined that, although not ideal, a southbound vehicle could stop
and start on the grade on Rosebank Road from a queue approaching the intersection,
when there is snow on the roadway.
Also, City staff recognizes that there are other locations in the City of Pickering where
vehicles are required to stop on grades, examples of these include:
• Major Oaks Road and Duberry Drive: eastbound all-way stop (5.5 percent grade)
• Third Concession Road and Brock Road: westbound traffic signals (6 percent grade
for approximately 205 metres)
An All-way stop control would not be warranted based on collision history or
sightlines at the intersection
The reported collision history for the intersection of Rosebank Road and Toynevale
Road indicates that there were six reported angle/turning movement collisions during
the previous five year period that are correctable by the installation of an all-way stop
control, which is an average of 1.2 collisions per year.
The City's All-way Stop Warrant requires there to be an occurrence of three or more
reportable collisions per year, averaged over three years, correctable through the
installation of all-way stop controls. Therefore, an all-way stop control is not warranted
based on collision history.
Although there is a grade on the north leg of the intersection, sightlines are sufficient for
the posted speed limit of 40 km/h provided that a turning vehicle from Toynevale Road
to Rosebank Road waits a few seconds to allow for southbound vehicles at the bottom
of the hill on Rosebank Road to reach the top of the hill. Therefore, an all-way stop
control is not warranted based on sightlines.
Feedback from residents received by City staff indicates a split among residents
on the installation of an all-way stop due control to the grade on the north leg of
the intersection
A letter dated March 31, 2015 was sent to all residents, approximately 900 homes,
within the Rosebank Neighbourhood. The letter indicated that City staff were proposing
an all-way stop control at the intersection of Rosebank Road and Toynevale Road, and
provided area residents an opportunity to review and provide comments on the
proposed all-way stop control, as well as to indicate their support or opposition.
CORP0227-07/01 revised
121
•
ENG 14-15 July 6, 2015
Subject: Proposed All-way Stop Control, Rosebank Road
and Toynevale Road Page 5
The letter to residents generated only 27 replies. A summary of those that were in
support and those that were opposed are as follows:
• replies that were in support of an all-way stop control: 14
• replies that were opposed to an all-way stop control: 13
Residents that were in support of-the all-way stop control at the intersection of
Rosebank Road and Toynevale Road indicated the following:
• better for sightlines especially for motorists turning off Toynevale Road
• pedestrians, especially 1 children going to Rosebank Road Public School, will be safer
p P Y 9 9
if vehicles have to stop at the intersection
• will slow traffic making it safer for all users of the roadway
Residents that were opposed to the all-way stop control at the intersection of Rosebank
Road and Toynevale Road indicated the following:
• will make it more difficult to get up the hill in the winter, especially if there is a queue
at the intersection
• an increase of rear-end accidents for traffic on Rosebank Road will occur due to
motorists accelerating up the hill towards the stop and running into the back of
another vehicle
• a back-up of traffic will occur in the morning and afternoon when motorists are
entering and exiting the neighbourhood via Rosebank Road, Granite Court, Whites
Road to Highway 401
In summary, based on the results of the vehicle and pedestrian count with the City's All-
way Stop Warrant being met, Engineering & Public Works staff recommend the -
placement of an all-way stop control at the intersection of Rosebank Road and
Toynevale Road.
Engineering & Public Works staff also recommend that the existing school crossing
guard station in front of Rosebank Road Public School be relocated to the intersection
of Rosebank Road and Toynevale Road to assist children crossing the intersection over
to Rosebank Road Public School. This will come into effect in the new school year
commencing September 2015.
The proposed all-way stop control can be seen in Attachment 3. The proposed by-law
amendment to Schedule 7 of By-law 6604/05 is presented in Attachment 4.
CORP0227-07/01 revised
122
ENG 14-15 July 6, 2015
• Subject: Proposed All-way Stop Control, Rosebank Road
and Toynevale Road Page 6
Attachments:
1. All-way Stop Warrant, Rosebank Road and Toynevale Road, June 12, 2014
2. All-way Stop Warrant, Rosebank Road and Toynevale Road, January 21, 2015
3. Location Map - Proposed All-way Stop Control, Rosebank Road and Toynevale
Road
4. Proposed By-law 6604/05 Amendment— Schedule 7, Stop Signs
Prepared By: Approved/Endorsed By:
Nathan Emery Rich- d Holborn, P. Eng.
Coordinator, Traffic Operations Dire tor, Engineering & Public Works
Selsky, CET, CMM III
/fr-Dall
Manager, Capital Projects & Infrastructure
NE:mjh
Recommended for the consideration
of Pickering Ci Council
VT 2-0 IS
Tony Prevedel, P.Eng.
Chief Administrative Officer
CORP0227-07!01 revised
123
ATTACHMENT#, TO REPORT#
of_—
off° All-Way Stop Warrant
(Local and Minor Collector Streets)
Study Date: June. 12, 2014
Intersection Type: 4-way
INTERSECTION COUNT DATA
Road Legal Road
Direction Speed Class
Major Road: Rosebank Road n/s 40 Collector
Minor Road: Toynevale Road e/w 40 . Collector
Hour Major Minor Total Exceeds Major Minor Exceeds Exceeds
Ending Volume Volume Volume 245 % % 75/25 split 65/35 split
8:00 245 112 357 Yes 68.6% 31.4% Yes
9:00 339 179 518 Yes 65.4% 34.6% Yes
12:00 232 106 338 Yes 68.6% 31.4% Yes
13:00 261 92 353 Yes 73.9% 26.1% Yes
15:00 262 87 349 Yes 75.1% 24.9% Yes
16:00 373 149 522 Yes 71.5% 28.5% Yes
17:00 444 220 664 Yes 66.9% 33.1% Yes
18:00 531 293 824 Yes 64.4% 35.6% No
Peak Hours Ending
8:45 363 164 527 Yes 68.9% 31.1% Yes
12:45 276 94 370 Yes 74.6% 25.4% Yes
18:00 531 293 824 Yes 64.4% 35.6% No
Warrant Evaluation
Warrant 1 Traffic Control
Traffic control signals are warranted but cannot be implemented immediately No
Warrant 2 Minimum Vehicle Volume
Total vehilce volume on all approaches exceeding 70%of 350 (245)for highest hour Yes
recorded;and .
3-way intersection volume split not exceeding 75/25 for highest hour recorded.
OR
4-way intersection volume split ratio not exceeding 65/35 for highest hour recorded. Yes
Warrant 3 Collision History
Occurance of 3 or more reportable right-angle collisions of a type correctible through the No
installation of an all-way stop in a 12 month period averaged over 3 years.
There were 6 reported angle/turning movement collisions during the last 5 years. (Avg. 1.2 per year)
1 of 2
124 •
ATTACHMENT# 1 -TQ REPORT# E FJ E'1 j11—/S-
22-- of 2
City a A, All-Way Stop Warrant
taLCNisplUi (Local and Minor Collector Streets)
NONNMINOC
Warrant 4 Sightline Requirments
The minimum stopping sighjt distance at this intersection is less than the applicable criteria for No
wet pavement as specified in the Stopping Sight Distance table below
Design Speed (km/h) Stopping Sight Distance Required(m)
40 50
50 60
60 85
70 110
The stopping sight distance varies,vehicles can be seen on Rosebank at Granite Court when
looking from the Toynevale intersection but cannot been seen in the area just south of the Granite
Court until close to Toynevale.The blind spot is<50m from the intersection of Toynevale
Note: For the multi-way stop to be technically justified, any individual warrant must be satisfied.
All-Way Stop Warrants Met: Yes
2of2
125
ATTACHMENT# 2 i EPORT= S�-
af.
C`'y All-Way Stop Warrant
fataiil
= (Local and Minor Collector Streets)
Study Date:' January. 21,2015
Intersection Type: 4-way
INTERSECTION COUNT DATA
Road Legal Road
D irection Speed Class
Major Road: Rosebank Road n/s 40 Collector
Minor Road: Toynevale Road e/w 40 Collector
Hour Major Minor Total Exceeds Major Minor Exceeds Exceeds
Endinq Volume Volume Volume 245 % % 75/25 split 65/35 split
8:00 225 115 340 Yes 66.2% 33.8% Yes
9:00 442 251 693 Yes 63.8% 36.2% No
12:00 171 77 248 Yes 69.0% 31.0% , Yes
13:00 158 63 221 No 71.5% 28.5% Yes
15:00 155 80 235 No 66.0% 34.0% Yes
16:00 317 119 436 Yes ' 72.7% 27.3% Yes
17:00 218 119 337 Yes 64.7% 35.3% ' No
18:00 309 146 455 Yes 67.9% 32.1% Yes
Peak Hours Ending
9:00 442 251 693 Yes 63.8% 36.2% No
12:00 171 77 248 Yes 69.0% 31.0% Yes
18:00 309 146 455 Yes 67.9% 32.1% Yes
Warrant Evaluation
Warrant 1 Traffic Control .
Traffic control signals are warranted but cannot be implemented immediately No
Warrant 2 Minimum Vehicle Volume
Total vehilce volume on all approaches exceeding 70%of 350 (245)for highest hour Yes
recorded;and
3-way intersection volume split not exceeding 75/25 for highest hour recorded.
OR
4-way intersection volume split ratio not exceeding 65/35 for highest hour recorded. Yes
Warrant 3 Collision History
Occurance of 3 or more reportable right-angle collisions of a type correctible through the No
installation of an all-way stop in a 12 month period averaged over 3 years.
There were 6 reported angle/turning movement collisions during the last 5 years. (Avg. 1.2 per year)
1of2
126
T�FtEPQ °F# illC--
ATTACHMENT#2 0
CIEs All-Way Stop Warrant
e=`'. _ `-. (Local and Minor Collector Streets)
•
���C1�1C,I1�C
Warrant 4 Sightline Requirments
The minimum stopping sighjt distance at this intersection is less than the applicable criteria for No
wet pavement as specified in the Stopping Sight Distance table below
Design Speed(km/h) Stopping Sight Distance Required (m)
40 50
50 60
60 85
70 • 110
The stopping sight distance varies,vehicles can be seen on Rosebank at Granite Court when
looking from the Toynevale intersection but cannot been seen in the area just south of the Granite
Court until close to Toynevale.The blind spot is<50m from the intersection of Toynevale
Note: For the multi-way stop to be technically justified,any individual warrant must be satisfied.
All-Way Stop Warrants Met: Yes
• 2of2
127
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128 • . .
A TACF4MENT# _ TO REPORT#_t'J7 iY�-/�
The Corporation of the City of Pickering
By-law No.
Being a by-law to amend by-law 6604/05
providing for the regulating of traffic and
parking, standing and stopping on highways
or parts of highways under the jurisdiction of
the City of Pickering and on private and
municipal property.
Whereas, By-law 6604/05, as amended, provides for the regulating of traffic and parking
on highways, private property and municipal property within the City of Pickering, and
Whereas, it is deemed expedient to amend Schedule 7 to By-law 6604/05 to establish
an all-way stop control at the intersection of Rosebank Road and Toynevale Road.
Now therefore the Council of The Corporation of the City of Pickering hereby enacts as
follows:
1. Schedule 7 to By-law 6604/05, as amended, is hereby further amended thereto •
by the following:
Schedule 7
Stop Signs
Column 1 Column 2
Highway Compulsory Stop Facing Traffic
Add
Rosebank Road @ Rosebank Road, northbound and southbound
Toynevale Road
•
•
129
ATTACHMENT# L TD REPORT# 51/6
By-law No. Page 2
2
2. This By-law shall come into force on the date that it is approved by the Council of
the City of Pickering and when signs to the effect are installed.
By-law passed this 13th day of July, 2015.
David Ryan, Mayor •
Debbie Shields, City Clerk
•
130
Call 00 Report to
i Executive Committee
PICKERING
Report Number: ENG 15-15
Date: July 6, 2015
From: Richard Holborn .
Director, Engineering & Public Works
Subject: Consulting and Professional Services for the Detailed Design of Culverts
and Erosion Control for Krosno Creek
- File: A-1440
Recommendation: -
1. That Report ENG 15-15 of.the Director, Engineering & Public Works regarding
Consulting and Professional Services for the Detailed Design of Culverts and
Erosion Control for Krosno Creek be received;
2. That Council approve the hiring of The Municipal Infrastructure Group Ltd. for
consulting and professional services in accordance with Purchasing Policy 10.05,
as the assignment is more than $30,000.00;
3. That the fee proposal submitted by The Municipal Infrastructure Group Ltd:for
Consulting and Professional Services for the Detailed Design of Culverts and
Erosion Control for Krosno Creek in the amount of$281,537.24 (HST included) be
accepted;
4. That the total gross project cost of$344,625.00 (HST,included) including the
quoted amount and other associated costs, and the total net project cost of
$310,345.00.(net of HST rebate) for Consulting and Professional Services for the
Detailed Design of Culverts and Erosion Control for Krosno Creek be accepted;
5. That Council authorize the Division Head, Finance &Treasurer to finance the total
net project cost of$310,345.00 as follows: •
a. the sum of$225,873.00 to be funded from the Development Charges-City's
Share Reserve;
b. the sum of$84,472.00 to be funded from the Development Charges-
Stormwater Management Reserve Fund; •
6. That the appropriate City of Pickering officials be authorized to take necessary
action to give thereto.
•
131
Report ENG 15-15 July 6, 2015
Subject: Consulting and Professional Services for the Detailed
Design of Culverts and Erosion Control for Krosno Creek Page 2
hired The Municipal Infrastructure
Executive Summary: The City of Pickering p
Group Ltd. in November 2012 to undertake the Krosno Creek Flood Reduction Study,
formerly called the Kronso Creek Diversion Study, which was a priority project identified
in the Frenchman's Bay Stormwater Management Master Plan (Master Plan) to reduce
flood risk to properties located with the Krosno Creek watershed. The Krosno Creek
Flood Reduction Study determined that the preferred solution to mitigate the flooding in
Krosno Creek is to replace the existing culverts at Alyssum Street, Reytan Boulevard
and Morden Lane with twin 3.0 m wide x 1.8 m high concrete box culverts. The
recommended culvert improvements will reduce the number of potentially flood prone
buildings in a 100 year return period storm from 64 to 8.
The erosion control of Krosno Creek was also listed as a project in the Master Plan. The
remaining natural reaches of Krosno Creek, south of Reytan Boulevard to Sandy Beach
Road, are experiencing significant erosion of the valley walls due to the large flows that
have resulted from urbanization of the watershed and from the more intense storms that
have been occurring over the last few years. The channel has shown signs of planform
movement and downcutting over time, and may threaten private properties through the
erosion processes in the near future.
Engineering & Public Works staff requested a fee proposal from The Municipal
Infrastructure Group Ltd. for this assignment due to their project history with the Krosno
Creek Flood Reduction Study, their knowledge and expertise, and on the basis that
good value would be achieved since they have all the background information from the
previous assignment.
In accordance with Purchasing Policy 10.05 where the project or annual cost of a
consulting or professional service assignment is expected to be more than $30,000.00
and the initiating Director intends to acquire the services without obtaining written
proposals, the Director shall submit a Report to Council to obtain approval to engage
the services of a particular consultant. Staff are recommending Council approval of the
fee proposal submitted by The Municipal Infrastructure Group Ltd. for Consulting and
Professional Services for the Detailed Design of Culverts and Erosion Control for.
Krosno Creek in the amount$281,537.24 (HST included).
Financial Implications:
1. Quoted Amount
The Municipal Infrastructure Group Ltd.
Quotation $ 249,148.00
HST (13%) 32.389.24
Total Gross Quoted Amount $281,537.24
CORP0227-07/01 revised
132
Report ENG 15-15 July 6, 2015
Subject: Consulting and Professional Services for the Detailed
Design of Culverts and Erosion Control for Krosno Creek Page 3
2. Estimated Project Costing Summary
The Municipal Infrastructure Group Ltd. fee proposal for the
Detailed Design of Culverts and Erosion Control for Krosno Creek $249,148.00
Associated Costs
Miscellaneous Costs 5,000.00
Contingency (20% ) 50,830.00
Sub Total — Costs $304,978.00
HST (13%) 39,647.00
Total Gross Project Costs $344,625.00
HST Rebate (11.24%) (34,280.00)
Total Net Project Costs $310,345.00
3. Approved Source of Funds
Account Source of Funds Budget Required
5321.1205.6253 Development Charges
• Reserve— City's Share $156,240.00 $156,240.00
Reserve Fund DC —
Stormwater Management 29,760.00 29,760.00
5321.1406.6253 Development Charges.
Reserve— City's Share 36,400.00 36,400.00
Reserve Fund DC—
Stormwater Management 28,600.00 28,600.00
5321.1502.6253 Development Charges
Reserve— City's Share 140,000.00 33,233.00 -
Reserve Fund DC —
Stormwater Management 110,000.00 26,112.00
Total: $501,000.00 $310,345.00
Net project costs (over) under approved funds $190,655.00
The 2012 Development Projects (DC Funded) Capital Budget included $186,000.00 for
the design of the erosion control for Krosno Creek. Additional design funds in the
amount of$65,000.00 were also approved in the 2014 Development Projects (DC
Funded) Capital Budget as the project scope was increased to the entire length of the
natural channel of Krosno Creek from Reytan Boulevard to Sandy Beach Road. The
2015 Development Projects (DC Funded) Capital Budget included $250,000.00 for the
design of the three culverts to be replaced along Krosno Creek at Alyssum Street,
Reytan Boulevard and Morden Lane. The remainder of the funds not required for the
•
CORP0227-07/01 revised
133
Report ENG 15-15 July 6, 2015
Subject: Consulting and Professional Services for the Detailed
Design of Culverts and Erosion Control for Krosno Creek Page 4
design is to be made available for the construction component of the project, which is
expected to commence in 2016, subject to budget approval.
Discussion:
•
Council endorsed the Frenchman's Bay Stormwater Management Master Plan
On April 19, 2010, Council endorsed the Frenchman's Bay Stormwater Management
Master Plan (Master Plan) and authorized City staff to implement the recommendations
of the Master Plan subject to budget and further Council approval for individual projects
(Resolution #72/10). The overall goal of the Master Plan is as follows:
"To address long-standing concerns regarding the ongoing decline in the quality of the
Frenchman's Bay ecosystem by seeking means to control the quantity and quality of
storm runoff entering the local creeks and the Bay itself."
The recommended Master Plan consists of a suite of projects, programs and policies
designed to address issues related to flooding, erosion and poor water quality in
Frenchman's Bay and its' tributary watersheds. The Master Plan addressed Phases 1
and 2 of the Municipal Class EA process and more detailed investigations are required •
at the project-specific level in order to fulfill the Municipal Class EA documentation
requirements for the specific Schedule B and C projects identified within the Master
Plan.
The Krosno Creek Flood Reduction Study, was a priority, project identified in the Master
Plan to reduce flood, risk to properties located with the Krosno Creek watershed. Krosno
Creek Erosion Control was also a project that was listed in the Master Plan as a
required erosion control project, as the remaining natural reaches of Kronso Creek are
experiencing significant erosion of the valley walls due to the large flows that have
resulted from urbanization of the watershed from the more intense storms that have
been occurring over the last few years. The channel has shown signs of planform
movement and downcutting over time, and may threaten private properties through the
erosion processes in the near future. Staff have had to perform emergency erosion
works within the last five years, due to the public safety concerns. Recently, a resident
who borders the creek has contacted staff with their concern of losing vegetation and
land due to the erosion and are worried about the length of time to get the permanent
erosion control works in place.
The Krosno Creek Flood Reduction Study Environmental Assessment was
completed in February 2015 .
In November 2012, Council authorized the hiring of The Municipal Infrastructure Group
Ltd. through a competitive process, to undertake the Krosno Creek Flood Reduction
which was completed February 2015, in
Study Class EA (Resolution #140/12 , wh p ry ,
Y ( )
CORP0227-07/01 revised
134
Report ENG 15-15 July 6, 2015
Subject: Consulting and Professional Services for the Detailed
Design of Culverts and Erosion Control for Krosno Creek Page 5
accordance with the Schedule B process as outlined in the Municipal Engineers
Association Municipal Class Environmental Assessment (Class EA) (October 2000, as
amended.in 2007 and 2011) and received Ministry of Environment and Climate Change
approval in March 2015.
This study was undertaken to establish the most effective means.of protecting people
and property from flooding in the Krosno Creek watershed. As part of the study, the.
• existing natural, cultural, socio-economic and engineering environments were
inventoried.
The Krosno Creek Flood Reduction Study Class EA determined that the preferred
solution to mitigate the flooding in Krosno Creek is to replace the existing culverts at
Alyssum Street, Reytan Boulevard and Morden Lane with twin 3.0 m wide x 1.8 m high
concrete box culverts.The recommended culvert improvements will reduce the number
of potentially flood prone buildings in a 100 year return period storm from 64 to 8.
Detailed field investigations were completed and preliminary designs were prepared for
the recommended culvert replacements at Alyssum Street, Reytan Boulevard and
Morden Lane by The Municipal Infrastructure Group Ltd. as part of the study. The
preliminary design exercise confirmed that the recommended twin 3 m wide x 1.8 m
high concrete box culverts are feasible at all three locations and can be installed within
the existing road right-of ways and City owned channel lands.
The Municipal Infrastructure Group Ltd. is recommended to complete the Detailed
Design of Culverts and Erosion Control for Krosno Creek
In accordance with Purchasing Policy 10.05 where the project or annual cost of a
consulting or professional service assignment is expected to be more than $30,000.00
and the initiating Director intends to acquire the services without obtaining written
proposals, the Director shall submit a Report to Council to obtain approval to engage
the services of a particular consultant.
The Municipal Infrastructure Group Ltd. and it's team of sub-consultants were previously
hired by the City to undertake the Krosno Creek Flood Reduction Study Class EA,
which included preliminary design of the culvert replacements. Staff had an excellent
experience with The Municipal Infrastructure Group Ltd. throughout the Class EA Study,
which was completed within the expected timelines and under budget. The hiring of The
Municipal Infrastructure Group Ltd. and it's team of sub-consultants, represents good
value as they have the necessary project history, specifically with the, new
hydrologic/hydraulic model, to ensure that the detailed design of the culverts has been
done in accordance with the preliminary design and detailed investigations. It is
essential that the design of the erosion control of Krosno Creek be completed at the
same time as the design of the culverts, as the culverts wing wall design and the
overlapping erosion protection for the approaches and transitions between the culverts
is key to a successful and seamless design.
CORP0227-07/01 revised
•
135
Report ENG 15-15 July 6, 2015
Subject: Consulting and Professional Services for the Detailed
Design of Culverts and Erosion Control for Krosno Creek Page 6
Staff are recommending Council approval of the fee proposal submitted by The
Municipal Infrastructure Group Ltd., in association with GD Jewell Engineering Inc., SPL
Consultants Ltd., GEO Morphix, Savanta Inc., T2 Utility Engineers, Retz &Associates
Inc. and Strybos Barron King, for Consulting and Professional Services for the Detailed
Design of Culverts and Erosion Control for Krosno Creek in the amount$281,537.24
(HST included). It is also recommended that a net project cost of$310,345.00 (net of.
HST rebate) be approved.
Staff included the construction of the culvert replacements and the erosion control
works in the capital forecast (2016-2019) during the 2015 budget process, with the
intent of proceeding to construction in 2016, subject to 2016 Capital Budget approval.
The detailed design of the culvert replacements and erosion control will be completed
by early 2016, which would allow the City to tender the work in 2016.
The fee proposal by The Municipal Infrastructure Group Ltd. included a separate price
for contract administration during construction for information only, and will not be
awarded at this time, but will be considered with the Tender approval for the project .
Attachments:
1. Location Map
2. The Municipal Infrastructure Group Ltd. Fee Proposal Letter dated June 8, 2015
•
•
•
•
CORP0227-07/01 revised
136
Report ENG 15-15 July 6, 2015
Subject: Consulting and Professional Services for the Detailed
Design of Culverts and Erosion Control for Krosno Creek Page 7
Prepared By: Approved/Endorsed By:
e
ii ,
Marilee Gadzovski, M.Sc.(Eng.), P.Eng: Rich rd Holborn, P.Eng.
Division Head, Director, Engineering & Public Works
Water Resources & Development Services
Caryn Kong, BA, CGA Stan Karwowski, MBA, CPA, CMA
Senior Financial Analyst, Division Head, Finance &Treasurer
Capital & Debt & Management
RH/MG:Ir
Recommended for the consideration
of Pickering City Council
j„,,, 2? f 2.oLI
Tony Prevedel, P.Eng.
Chief Administrative Officer
C0RP0227-07/01 revised
137
• 1
ATTACHMENT#_„',.TO REPORT# �='V 'S`-I S
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ENGINEERING&PUBLIC ATTACHMENT FOR ENGINEERING&PUBLIC WORKS Cifq 0
WORKS DEPARTMENT REPORT ENG 15-15 _ ! !_
SCALE TIRE CONSULTING SERVICES FOR DETAILED DESIGN OF fair/N CI Ver
N.T.S. JUNE 18/2015 CULVERTS AND EROSION CONTROL FOR KROSNO CREEK ilf
138
ATTACHMENT# 2 TO REPOT# 'V fS`l S
11.1 M G
The Municipal Infrastructure Group Ltd.
June 8,2015
The Corporation of the City of Pickering
Engineering and Public Works Department
One The Esplanade •
Pickering, ON L1V 6K7
Attention: Marilee Gadzovski, Division Head,Water Resources&Development Services
Re: Request for Proposal
Krosno Creek—Detailed Design of Culverts and Erosion Control
Dear Marilee:
We are pleased to provide you with our response for the detailed design of culverts and
erosion control for Krosno Creek.
We believe you will find our proposal illustrates an approach and work plan that
showcases our thorough understanding of the City's objectives,the needs of this project,
and the issues and constraints specific to the area.
Thank you for this opportunity and we look forward to your response.
Sincerely,
The Municipal Infrastructure Group Ltd.
Ay/ fti
Dav Ashfiel•,P.Eng.
Founding Partner
PS—Should you have any questions on any aspect of this proposal, do not hesitate to
contact me on my cell phone at 647-200-8780.
8800 Dufferin Street Suite 200 I Vaughan,ON L4K 005 p:905.73837001 1.888.449:4430 f:905.738.0065 tmig.c 3 9
ATTACHMENT# 2 TOREPORT# &V , �S"/f
7- of i
•
REQUEST FOR PROPOSAL
Detailed Design of Culverts and Erosion Control for Krosno Creek
•
CITY OF PICKERING I June 11,2015
CONTENTS
1 INTRODUCTION 1
2 PROJECT UNDERSTANDING 2
3 WORK PLAN 2
3.1 Data Collection and Review of Existing Conditions 2
3.2 Schedule B Municipal Class EA for Restoration
Works(Provisional) 4
3.3 Preliminary and Detailed Design-Culverts 4
3.4 Preliminary and Detailed Design—Creek Restoration 6
3.5 Approvals 7
3.6 Tender Preparation and Cost Estimates • 9
3.7 Construction Administration 9
4 PROJECT MANAGEMENT MEETINGS 9
4.1 City Technical Working Group(TWG) 9
4.2 Project Management/Schedule 9
4.3 Project Costs 10
APPENDICES
Appendix A:Budget
Appendix B:Mandatory Forms and Certificates •
•
•
•
•
1 4 0 TMIG I THE MUNICIPAL INFRASTRUCTURE GROUP LTD. PAGE i
ATTACHMENT# 2 TO REPORT# LIB[
? cf /9--
•
REQUEST FOR PROPOSAL
Detailed Design of Culverts and Erosion Control for Krosno Creek
CITY OF PICKERING I June 11,2015
1 INTRODUCTION
•
The Municipal Infrastructure Group Ltd. (TMIG) is pleased to submit a proposal for the detailed design services
and erosion control for Krosno Creek.
Our project team collectively possesses all of the qualifications and expertise needed to complete this
assignment Brief corporate profiles of the member firms comprising the project team are summarized below.
The Municipal Infrastructure Group Ltd. (TMIG) is a privately owned Canadian company, based out of the
City of Vaughan, focused on providing high quality personal service to both the public and private sectors.
Established in 2003, TMIG has assembled a versatile and dedicated group of over 50 professionals and staff
with significant experience in project management,advisory services, class environmental assessments, public
consultation, and servicing analyses. We have completed Master Plans, Environmental Assessments,
preliminary design, detailed design, and construction administration for storm sewers, stormwater
management facilities (quality/quantity), sanitary/storm pumping stations, sanitary sewers, watermains water
booster stations, reservoirs, elevated tanks, roads, and other municipal infrastructure. Over 90% of our public
sector projects have been undertaken with TMIG leading a multi-disciplinary team, with sub-consultants
providing specific expertise.
The key staff from TMIG that will be working on this project include Steve Hollingworth, P.Eng., as our
Project Advisor, Rob Grech, P.Eng., as the Project Manager, Bruce Alexander, CET, as the Lead Designer,
and David Wood,CET,RCJI,CISEC,as the Contract Administrator.
G.D. Jewell G.D. Jewell Engineering Inc. (GDJE) is a multi-disciplined consulting firm,
ENGINEERING Inc providing engineering and environmental services in the civil, structural, building,
and municipal and transportation fields. The firm was incorporated in 1998 and has offices in Mississauga, •
Belleville, and Kingston with a current staff of over 50 full- and part-time personnel. GDJE provides the
following services for bridges and culverts: new and replacement structures, rehabilitation of structures, deck
condition surveys, and biennial inspections. Kasey Bartusevicius, P.Eng, Senior Structural Engineer, will be
responsible for all structural components of this assignment.
SPL Consultants Limited is a specialty geotechnical, hydrogeological, and geo-environmental
consultancy whose principal engineers and geo-scientists have more than 180 person-years of
experience in Ontario. Incorporated in 2009 and headquartered in Toronto, SPL has branch offices
in Markham, Cambridge, Collingwood, Barrie,Vaughan, and Ottawa. Archie Sirati, Ph.D.,will lead
the foundations and geotechnical investigations for this assignment
GHQ + M O R P H I X GEO Morphix Ltd. is a professional services firm comprised of earth and
environmental scientists specializing in geomorphology and process
sedimentology. Their primary services include river and shoreline restoration,
watercourse and coastal hazard delineation and mitigation, geomorphological characterization of rivers and
shorelines, and modelling of dynamic landforms. These services have in common a requirement for in-depth
understanding of erosion, sediment transport and sedimentation, which are key elements of geomorphology.
For this assignment, Kevin Tabata will lead the development of the designs to restore and stabilize Krosno
Creek between Reytan Boulevard and Sandy Beach Road.
Savanta Inc. is an environmental consulting firm, founded in 2006, that assists all
r\i SAVANTA manner of stakeholders in identifying, characterizing and resolving environmental issues.
Their specialists have expertise in both terrestrial and aquatic ecology, ecological
restoration and environmental interpretation and environmental assessment Savanta's senior staff have
worked on a number of high-profile projects that have involved complex and difficult negotiations with
ecological staff at the TRCA and have developed a good working relationship. Savanta, led by Rick Hubbard,
will assist in the detailed design for the three culvert replacements through the analysis of the entire reach from
Reytan Boulevard to south of the Sandy Beach Road bridge.
T2 Utility Engineers owns and operates a wide variety of designating equipment for use in
T2utilitY the identification of underground utilities, Designating is a process of using geophysical
engineers
TMIG I THE MUNICIPAL INFRASTRUCTURE GROUP LTD. PAGE 1 141
ATTACHMENT# TO REPORT# AU i. �r .
. ct—j 2
REQUEST FOR PROPOSAL
Detailed Design of Culverts and Erosion Control for Krosno Creek
CITY OF PICKERING I June 11,2015
methods to interpret the horizontal location of underground utilities, also referred to as utility locating. T2's
technicians undergo extensive training on each instrument, and are highly skilled at designating subsurface
utilities. T2 performs a number of tasks including: utility mapping, ground penetration radar, asset
management, utility coordination and utility design.Matthew Bourgeois will lead the utility coordination.
J� Retz &Associates Inc. is a construction and engineering surveying firm based in Pickering that
has been providing topographic survey and construction layout services to our customers in the
Southern Ontario District since 1998. Reynold Retz will lead the surveying components of this
project. 1
K
Strybos Barron King Ltd. Is a landscape architecture firm that provides a full range of
B � � services from conceptual design to detailed design and contract administration. They
have extensive experience providing landscape architectural services for culvert and
watercourse restoration projects in various municipalities throughout the TRCA watershed. Bryn Barron will
lead the architectural components of this project. .
2 PROJECT UNDERSTANDING
The Frenchman's Bay Stormwater Management Master Plan (FBSWMMP), completed in 2009, identified 1
flooding and erosion issues in the Krosno Creek, largely caused by uncontrolled runoff from development
occurring before the emergence of stormwater management technologies. Following the Master Plan, a Class
Environmental Assessment (EA) was completed in February 2015, which analyzed the most effective means
of minimizing'flood risks in the Krosno Creek watershed. It was determined that the limited capacity of three
roadway culverts to convey flows during large rainfall events was contributing significantly to the flood issues in
the study area.
The preliminary design completed as part of the EA recommended that these culverts, located at Morden
Lane, Reytan Boulevard, and Alyssum Street, be replaced with 3.0m x 1.8m twin box culverts.
The FBSWMMP also identified the presence of erosion in the 'natural' portion of the Krosno Creek between
Reytan Boulevard and Sandy Beach Road. The channel has shown signs of planform movement and
downcutting over time,and may threaten private properties through the erosion process in the near future.
The Krosno Creek Detailed Design Project involves the preparation of detailed design drawings, specifications,
and the contract administration for the construction of the three culverts identified in the EA. It also includes the
assessment and restoration of severely eroded sections of the creek that were identified in the FBSWMMP.
3 WORK PLAN
We have thoroughly read the required scope of services identified in the City's Terms of Reference. We
understand the project will encompass the following works:
• Replacing culverts at Morden Lane, Reytan Street, and Alyssum Avenue with twin box culverts;
• Assessing the natural channel portions of the creek(approximately 800m in length);and
• Developing a restoration plan of Krosno Creek,from Reytan Boulevard to Sandy Beach Road.
The following sections summarize and describe the key elements of our work plan to fulfill the terms of
reference for this assignment.
3.1 Data Collection and Review of Existing Conditions
3.1.1 Detailed Topographic Survey
We have reviewed the topographic surveys that were completed as part of the preparation of the
Environmental Assessment These surveys were completed for preliminary design purposes, and were
focused on the culverts and roads.Additional survey is required in order to design the creek restoration portion
of the project, and to provide the specific baseline information required to complete the detailed design.
This survey will provide more detailed elevation information within the channel and floodplain,which is required
to complete the fluvial geomorphic design of the system. We will also survey all inverts of the storm and
1 4 2 TMIG I THE MUNICIPAL INFRASTRUCTURE GROUP LTD. PAGE 2
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ATTACH MENT# TO REPORT'# 7
of
•
REQUEST FOR PROPOSAL
Detailed Design of Culverts and Erosion Control for Krosno Creek
CITY OF PICKERING I June 11.2015
sanitary system in close proximity to the culverts to locate these systems in preparation for the construction of
the culverts.
No detailed legal survey information is currently available for the study area. The GIS-based parcel fabric
provided by the City was used as part of the Environmental Assessment, and may not be suitable for the
detailed design.The survey price provided includes a legal survey of the study area.
•
3.1.2 Utility Co-ordination
All utility companies that could potentially have buried and overhead infrastructure in the study area were
contacted as part of the EA.T2UE will finalize the utility consultation and coordination process required for the
project to inform the creation of the detailed design drawing package. They will provide specifications with
respect to protecting and/or relocating utilities if required.
Given that the Scope of the project has expanded since the EA was completed, T2UE will also identify any
utility conflicts that exist within the portion of the creek to be.restored, beyond the area already investigated.
TMIG will consolidate utility information provided by T2UE in the detailed design drawings and tender
documents.
3.1.3 Ecological
The ecology team will perform the required background studies that are needed to provide design
recommendations, comment on constraints related to the ecological system, and oversee the ecological
components of the permitting process with the Toronto Region Conservation Authority (TRCA) and/or the
Department of Fisheries and Oceans (DFO) related to the replacement of the culverts and stream restoration
works.
They will perform the following surveys/assessments required to make recommendations on the timing of
construction, erosion and sediment control,fish rescue,dewatering operations,and culvert and creek designs:
• Terrestrial Vegetation(Spring/Summer 2015)
• Aquatic Habitat(Summer 2015)
• Targeted Barn Swallow(Summer 2015)
3.1.4 Geotechnical Investigation
A geotechnical review of the existing site conditions is required to inform the design of the foundations of the
proposed box culverts and to identify dewatering requirements for the installation of the culverts. We expect
that the borehole information that was collected by SPL through the EA process is suitable in providing these
recommendations, and as such,we have made no provision for additional data collection works.
3.1.5. Fluvial Geomorphology Field Investigation
A Fluvial Geomorphic investigation will be performed to advance previous studies completed by GHD, and
collect data between Reytan Boulevard and Sandy Beach Road. This area has been previously identified for
repairs, and the updated assessment can be used to substantiate the need for channel restoration:
The following works are included:
• The valley or channel corridor will be characterized with respect to the degree of confinement,
dominant vegetation type,woody vegetation density/cover,and surrounding land use; and
• Between Reytan Boulevard and Sandy Beach Road, the cause and extent of bank erosion, as well as
associated hazards to private property and infrastructure, will be investigated to help determine the
appropriate type of restoration and erosion protection required. Moreover, observations of flow
patterns, bank condition (e.g., undercutting, sloughing, etc.), entrenchment, woody debris, in-stream
structures, channel armouring and fish passage barriers will be documented. Measurements of
bankfull channel width and depth, pool and riffle flow depths, bed substrate, bank materials and
vegetation rooting depth will also be recorded.This information will be summarized and included in the
design brief to provide a detailed description of existing conditions.
A survey consisting of channel cross sections and the bed profile will be conducted for Krosno Creek to
determine bankfull channel characteristics. This survey will be completed where the channel is in a relatively /�r�
TMIG 1 THE MUNICIPAL INFRASTRUCTURE GROUP LTD. PAGE 3 1 4 3
h TO REPORT#. 6 f� /5
r,TTAI����IEI�T#�.
of
REQUEST FOR PROPOSAL
Detailed Design of Culverts and Erosion Control for Krosno Creek
CITY OF PICKERING I June 11,2015
natural state, likely from Reytan to the backwatered channel resulting from the lake effect.The survey data will
be analyzed with other measured data as well as an estimate of Manning's roughness coefficient to estimate
bankfull flow characteristics such as discharge, average velocity, stream power, bed shear stress, and flow
competency (i.e. sediment entrainment sensitivity). This information will be used to determine suitable bank
restoration/stabilization methods.We note that this analysis is required to provide design rationale.
The field investigation will be provided to the City and will allow City Staff to decide whether declaring an
emergency is required. There are submission requirements associated with declaring an emergency, both to
the Ministry of the Environment and Climate Change (MOECC) and TRCA. The field investigation will include
the necessary time to provide input to the City in completing these applications. The completion of a Schedule.
'B'EA for the creek restoration is included in Section 3.2 as a provisional item.
3.2 Schedule B Municipal Class EA for Restoration Works(Provisional)
As suggested in the Terms of Reference,the work plan may need to be supplemented by the completion of a
Schedule 'B' Class EA if the channel works cannot be performed under emergency works.. It is our
understanding that the emergency works designation would need to be made by the City of Pickering. We
would support this determination with our observations and assessments.
If necessary, we will provide services to fulfill the requirements of the Schedule B Class EA requirements as
set out by the Municipal Engineers Association(2000,as amended 2007 and 2011). The following tasks would
be completed in addition to those described in the above work plan:
• Prepare the Notice of Study Commencement;
• Develop and evaluate alternative solutions, and determine the preferred solution;
• Consult with the public;and
• Prepare the Project File Report and Notice of Study Completion.
Given the relatively small scale of the project and completion of the culvert EA, we have assumed that no
public meetings will be required for this project.While public consultation is required for all EAs, we expect that
the requirements will be fulfilled through the notices of study commencement and completion, and via
information and requests for feedback provided on the City of Pickering's website.
TMIG and GEO Morphix will provide the information that will be presented on the City website and local
newspapers, and expect that the City will coordinate the technical aspects of uploading and presenting the •
information.
3.3 Preliminary and Detailed Design-Culverts
3.3.1 Base Plan Preparation
The topographic survey will be combined with field observations and inventories from the TMIG team to create
relevant base drawings for an accurate and detailed base plan for the culvert replacements and creek
restoration. Information on above- and below-ground utilities from the topographic survey and T2UE
investigations will also be clearly indicated on the base plan.The base drawing will conform to the latest City of
Pickering standards.
We intend to complete the design using AutoCAD Civil 3D and, as such, the topographic survey will be
converted to a digital surface model for our design and quantity calculations. All digital files prepared through •
this assignment, including AutoCAD drawings,will be provided to the City.
3.3.2 Hydraulics
TMIG previously completed a preliminary hydraulic analysis for Krosno Creek as part of the Environmental
Assessment, which was used to size the twin box culverts for the purposes of reducing flood damages based
on a PCSWMM model of Krosno Creek. The PCSWMM modelling did not include some of the conservative
parameterization required by TRCA, but was intended to provide a more realistic risk assessment to inform the
decision making process, and was eventually used to size the culverts at Morden Lane,,Reytan Boulevard, and
Alyssum Avenue.The EA model is sufficient in determining the size of the culverts required, therefore we do
not intend on updating the analysis previously completed.
1 44 TMIG I THE MUNICIPAL INFRASTRUCTURE GROUP LTD. PAGE 4
ATTACH M E NT#L.TO REPORT# 2i
REQUEST FOR PROPOSAL
Detailed Design of Culverts and Erosion Control for Krosno Creek
CITY OF PICKERING I June 11,2015
As part of the permit application,TRCA will require the changes to the culverts to be reflected in their hydraulic
models and floodline maps. We will obtain this information from the TRCA and perform the update of the
hydraulic mapping and modelling, as per TRCA requirements. No additional hydraulic modelling is required as
part of this project.
The hydraulic assessment will be summarized in a detailed report with the fluvial geomorphic assessment, if
the EA Project File Report is not required.
3.3.3 Culvert Replacement Plans ;
The culvert replacement plans for the project will identify the required grading, changes to existing servicing,
culvert length and dimensions, location of wingwalls and headwalls, fill and stone treatments within the
culverts, replacements details for the concrete channel base and side slopes, and utility protection details.We
have assumed that no significant utility relocations are required for this project
A preliminary design was completed as part of the EA, and will be advanced to 30% completion and submitted
to the City and TRCA for review prior to the completion.of the detailed design drawings.
In addition to the design work required to assemble the culvert replacement plans, there is a project
management and coordination role required to compile the design information and specifications from the
various subject matter experts.This would include:
• Drawing culvert foundations and confirming design details with geotechnical engineer,
• Meeting with structural engineer to confirm optimal location/constructability and material requirements
for headwalls and wingwalls, and including structural details and specifications in the culvert
replacement design package;
• Coordination of ecological and fluvial designers and input in creating suitable transitions from the
culvert inlet and outlet into the channel that meets engineering and environmental requirements;
• Identification of disturbance required to construct the project,and coordination with landscape architect
in creating tree removal plans;and
• CADD work required to input detailed utility information into drawing package and identify utility
protection needs on project drawings.
Input from technical specialists will be required to complete the culvert restoration plans as summarized in the
following sections.
3.3.4 Structural
GD Jewell will perform structural engineering duties for the project. TMIG will work closely with the structural
engineer to identify the required locations for these works and will compile structural details and specifications
on the contract drawings and in the tender package(included in Section 3.3.3).
Services for detail design of the culvert replacements shall include, but not be limited to,the following:
• Performing detailed structural design, including:
o Ensuring the design is in accordance with City of Pickering requirements and the Canadian
Highway Bridge Design Code(CHBDC);
o Preparing detailed structural contract drawings in AutoCAD;and
o Ensuring that all drawings be stamped by two professional engineers licensed to practice in
the province of Ontario;
• Completing quantity calculations and preparing a tender item list with quantities for the culvert
replacement work;and
• Preparing special provisions in the Tender Document for the items related to the culvert replacement
work.
All structural design services will be in accordance with the most recent version of the following documents:
• Canadian Highway Bridge Design Code(CHBDC)
TMIG I THE MUNICIPAL INFRASTRUCTURE GROUP LTD. PAGE 5 1 4 5
ATTACHMENT# .c2 TO REPORT# r�► , f S=(X
REQUEST FOR PROPOSAL
Detailed Design of Culverts and Erosion Control for Krosno Creek
CITY OF PICKERING I June 11,2015
• MTO Structural Manual
• MTO Concrete Culvert Design and Detailing Manual
• MTO Culvert Planning Guidelines
• Ontario Provincial Standards
3.3.5 Erosion and Sediment Control/Construction Management/Removals
•TMIG will prepare the required erosion and sediment control plans for the project, which will include details
with respect to the following:
• Bypass and dewatering details and locations
• Creek isolation plans
• Construction Access Details
• Traffic Management Details
• Removals plan
• Environmental control notes and specifications required by TRCA
3.3.6 Tree Removals/Restoration
Tree removals will be required to facilitate the removal of the culverts. SBK will perform the following tasks, in
order to satisfy the City of Pickering and TRCA requirements:
.• Detailed inventory and analysis of existing vegetation within the project study area;
• Tree Preservation Plan including recommendations for tree preservation and removals, as required,to
accommodate the new culverts;.
• Naturalized landscaping around the new culverts, including native trees,shrubs, and seed mixes;and
• Other landscape features,as required,to satisfy the City of Pickering and TRCA.
3.3.7 Geotechnical
The proposed culvert installation will likely require the removal and replacement of portions of the existing
concrete channel at Morden Lane, and at the upstream side of Reytan Boulevard. SPL will provide the design
recommendations and specifications for the removal and replacement of these sections.
As part of the preparation of the EA, SPL completed two boreholes at each culvert crossing, and made
recommendations on the foundations for each of the culverts. SPL will review the design drawings to confirm
that the recommendations in the geotechnical report already prepared are properly incorporated into design
drawings.
3.4 Preliminary and Detailed Design—Creek Restoration
3.4.1 Fluvial Geomorphology
GEO Morphix will lead the design process for the creek restoration project.The field data will be analyzed and
summarized to ensure that natural channel form and function are maximized to the extent possible in the
channel restoration design, and to define the limits of restoration. To ensure that the design provides a long-
term solution, the broader watershed condition such as land use, hydrology, and soilgeology will also be
considered. Opportunities for local enhancements will also be explored to develop a solution that results in a
net increase in fish habitat productive capacity, in consultation with Savanta.At this time,we assume that only
the section of Krosno Creek between Reytan Boulevard and Sandy Beach Road will require restoration. We
will advise the City of Pickering of any additional restoration required following the collection of detailed field
observations.
The proposed design will be shown in plan, defining the limits of work.The design will also include the channel
profile and sufficient number of cross sections to clearly show existing and proposed conditions. The cross
sections will include any overbank (i.e. valley floor and walls) re-grading, and the stabilized banks, while the
•
profile will show grade controls, if required, and any new bed material. Typical details such as bioengineering
and grade controls will also be provided.
1 4 6 TMIG i THE MUNICIPAL INFRASTRUCTURE GROUP LTD. PAGE 6
r
ATTACHMENT# ` TO REPORT Jr-
- 9_L..of.1
REQUEST FOR PROPOSAL
Detailed Design of Culverts and Erosion Control for Krosno Creek
CITY OF PICKERING I June 11.2015
3.6 Tender Preparation and Cost Estimates
Upon completion and City approval of the detailed design, we will finalize the Schedule of Items, including
quantities, current industry prices, and total construction cost estimate. Engineering and landscape
specifications will also be provided,allowing the City to tender the project in 2016.
3.7 Construction Administration
In order to estimate a lump sum construction administration and inspection budget, we have assumed the
project will require a three month (14 week)construction period to be completed. During this time,TMIG will be
available for full-time inspections(40 hours/week)and will work closely with the City of Pickering to inspect the
construction works and administer the contract We have assumed that 12 hours/week will be required to
administer the contract.
We have also assumed that during the creek restoration phase of the project, GEO Morphix staff will be
available for periodic site visits (approximately one day per week) to provide input to the contractor on field
fitting that it typically required as part of creek restoration works.We have estimated that the creek restoration
phase will require approximately 6 weeks to complete.
Note that the construction period will depend on the components of the final design, and the contractor chosen
to complete the works.As such,the time periods are estimates only.
It is expected that fish and wildlife rescue may be required to facilitate the construction of these works.We will
include the cost of providing ecological support during construction as an item to be included in the
construction costs, and as such, have assumed that no further ecological support is required during
construction.
We currently have not included a price for geotechnical review of the construction works.When more is known,
this price can be provided. We estimate half-time inspection plus disbursements will be required during the
construction of the culvert foundations.
We also recommend that a pre-construction survey of houses in close proximity to the construction works be
completed in advance of the construction, to collect formal documentation of the existing conditions. Previous
experience in similar works has shown that the small cost of these surveys can save significant costs
associated with potential litigation. We would expect that the pre-construction survey costs will be included as
a requirement of the construction works, and have not included costs for these works in this proposal.
4 PROJECT MANAGEMENT MEETINGS
4.1 City Technical Working Group(TWG)
We have assumed that TMIG staff will be available to attend four (4) Technical Working Group (TWG)
meetings. We intend to bring select specialists from the subconsultant team to these meetings, based on the
subject matter. We have assumed that staff from GEO Morphix will attend two (2) meetings, and SBK and
Savanta will attend(1)TWG meeting each.
TMIG staff will be in close contact with other subconsultant teams, and will provide representation on behalf of
these members at the Technical Working Group.We will provide minutes of the TWG meetings and distribute
to the study team.
We have assumed that TMIG staff only will attend additional meetings with the Technical Working Group.The
cost for additional meetings is $1500, including travel costs, and assumes a half day for two senior staff to
attend the meeting at the City of Pickering and provide minutes.
4.2 Project Management/Schedule
We have allocated time to project management for the purposes of coordinating the subconsultant and design
teams,communications with the City of Pickering's Project Manager, and the TWG meetings.
Minutes will be issued within three business days of each meeting, and any issues potentially affecting the
project budget and schedule or the construction budget and schedule will be brought to the City's attention as
soon as they are discovered.
TMIG l THE MUNICIPAL INFRASTRUCTURE GROUP LTD. PAGE 9 1 4 9
AT ACHMENT# 2" TO REPORT# CA/67
of --�
REQUEST FOR PROPOSAL
Detailed Design of Culverts and Erosion Control for Krosno Creek
CITY OF PICKERING I June 11,2015
Given the anticipated start date of late July/early August, we have assumed that terrestrial vegetation surveys
will be completed in Summer and Fall of 2015.We expect that this will be acceptable to TRCA, but understand
that they have requested that a spring survey is required in the past (as opposed to the fall survey). If this
occurs, it would impact the schedule for completion of the project.
A detailed time-task matrix is included in Appendix A. Assuming that the Purchase Order will be before the
end of July,we anticipate the following milestones to be achieved:
Completion of Field Investigations September 4,2015
30%Design Submission November 6,2015
90%Design Submission January 29,2015
Schedule of Items, Specifications and Cost Estimate February 26,2016
Final Submission March 25,2016
This schedule will allow the City to tender the work in early 2016.
•
4.3 Project Costs
We have summarized the primary tasks to complete the work below:
TASK 1:DATA COLLECTION AND EXISTING CONDITIONS REVIEW $32,820
TASK 2:PRELIMINARY AND DETAILED DESIGN•CULVERTS 710 104
$ ,
TASK 3:PRELIMINARY AND DETAILED DESIGN-CREEK RESTORATION $18,200
TASK 4:TENDER-PREPARATION AND COST ESTIMATES. $12,020
TASK 5:PROJECT MANAGEMENTIAPPROVALSIMEETINGS $22,460
TOTAL LABOUR $190,210
ESTIMATED APPROVAL FEES(TRCAIMOE) $26,520
DISBURSEMENTS $4,146
TOTAL FEES $220,876
PROVISIONAL TASK:ENVIRONMENTAL ASSESSMENT $27,240
PROVISIONAL DISBURSEMENTS $1,032
TOTAL PROVISIONAL FEES $28,272
We can complete the above described scope of work, excluding creek restoration EA, for a total fee of
$220,876 including TRCA/MOECC permit fees and disbursements but exclusive of HST.
The additional cost to complete the EA is $28,272, including disbursements, for a total cost of $249,148,
including TRCA/MOECC permit fees and disbursements, but exclusive of HST.
We have also included a provisional construction administration budget of$83,440, including disbursements,
but exclusive of HST.As per Section 3.7, geotechnical inspection fees have not been included in this budget.
1 5 0 TMIG I THE MUNICIPAL INFRASTRUCTURE GROUP LTD. PAGE 10
Cat/ °0 Report to
Executive Committee
PICKERING
Report Number: FIN 19-15
Date: July 6, 2015
•
From: Paul Bigioni
Director, Corporate Services & City Solicitor
Subject: Section 357/358 of the Municipal Act—Adjustment to Taxes
Recommendation:
1. That Report FIN 19-15 of the Director, Corporate Services & City Solicitor be
received;
2. That the write-off of taxes as provided for under Sections 357/358 of the Municipal
Act, 2001 be approved; and,
3. That the appropriate officials of the City of Pickering be authorized to take the
necessary action to give effect hereto.
Executive Summary: Not Applicable
Financial Implications: If approved, the write-off of taxes as referred to in
Attachment 1 of this report represents a gross cost of$12,549.62 with a net cost to the
City of approximately $3,318.71, the balance being charged back to the Region of
Durham and the School Boards. Pickering's share of the costs will be charged to the
2015 Current Budget allocation under General Government— Provision for
Uncollectable Taxes.
Discussion: The Municipal Act provides the Treasurer with various tax tools
regarding the administration and collection of property taxes. Under the provisions of
Section 357 of the Municipal Act, reduction of taxes due to fire, demolition; exemption,
assessment change or error is allowed. Change in realty tax class can translate into
lower property taxes if the property is moved from industrial to commercial tax class or
commercial to residential tax class. Demolitions and other physical changes to a
property, such as filling in a swimming pool, or damage caused by fire or flooding, result
in a reduction in assessment and a corresponding reduction in property taxes.
Six of the applications in Attachment 1 reflect the comment "razed by fire, demolition."
Two applications reflect the comment"ceases to be liable for tax rate at rate it was
151
Report FIN 19-15 July 6, 2015
Subject: Section 357/358 of the Municipal Act—Adjustment to Taxes Page 2
taxed"; these applications were returned from MPAC as "no recommendation"; in other
words, no change to the current classification is warranted. Three of the applications
were to exempt properties from taxation as they are owned by the City.
Section 358 of the Municipal Act allows taxpayers to have their assessments revised by
MPAC where they believe that they have been overcharged due to a gross or manifest
clerical error on the part of MPAC. On this basis, taxpayers are allowed to seek
reduction of their assessments for the current year as well as the two prior years. This
section of the Act allows for the reduction of taxes due to such errors, once confirmed
by the Regional Assessment Office of MPAC. There are no applications in this report
made pursuant to section 358.
The purpose of Sections 357 and 358 is to allow the municipality and MPAC to quickly
rectify assessment classification changes, and prior years' errors quickly without the
property owner having to go through the formal assessment review process.
Attachments:
1. Section 357/358 Adjustment to Taxes - Taxable
Prepared By: Approved / Endorsed By:
Nom-
Karen Uphoff Stan Karwowski
(Acting) Supervisor, Taxation Division H; -i, Finance & Treasurer
Paul Bigioni
Director, Corp. : - ervices & City Solicitor
Recommended for the consideration
of Pickering City Council
(2),-7')- eza citm, 1,"1 2-63/S
Tony Prevedel, P.Eng.
Chief Administrative Officer
152
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153
i
Cat/ 00
Report to
Executive Committee
PICKERING
Report Number: FIN 20-15
Date: July 6, 2015
From: Paul Bigioni
Director, Corporate Services & City Solicitor
John Hagg
Fire Chief
Subject: Regional Fire Services Study
Recommendation:
1. That Report FIN 20-15 of the Director, Corporate Services & City Solicitor and the
Fire Chief be received;
2. That Council not support a study by the Regional Municipality of Durham of the
impact of a proposed Regional merger of Fire Services; and
3. That a copy of this Report and Council's Resolution be forwarded to the Chief
Administrative Officer and the Chair and Chief Executive Officer of the Regional
Municipality of Durham.
Executive Summary: The Fire Protection and Prevention Act(Ontario) identifies
the fire protection services that municipalities are responsible for and the methods for
providing these services. The level of fire protection services within each Durham
municipality is based on each municipality's unique needs and circumstances. Current
fire services within the Region is split geographically, with most lakeshore municipalities
having full time staff, the northern municipalities relying on a volunteer service delivery
model and Clarington using a hybrid full time/volunteer service.
Pickering residents are protected by 101 full-time Fire Services personnel working
within four fire stations in the City. In addition, the City benefits from several shared
service agreements that provide an added layer of safety and security for Pickering
residents and businesses. These shared service agreements require each municipality
to assist the others such that no local municipality is left to itself when facing.a major fire
event. In other words, the City has implemented a multi-dimensional service level
strategy to ensure that Pickering residents are always protected. Furthermore, the
services available through these shared service agreements is taken into account by
Pickering's Fire Department whenever it considers acquiring any new equipment or
staff. In this way, redundancies among'the Fire Departments of the various local
municipalities is avoided.
154 •
FIN 20-15_ July 6,
2015
Subject: Regional Fire Services Study Page 2
Uxbridge Council discussed fire amalgamation in October of last year and noted the
following: "Uxbridge currently has the highest assessed property value and a regional
fire service would result in a further hit to taxpayers who already pay a premium for
other Regional services." This statement also applies to Pickering. Pickering has the
highest assessment values for residential homes for all of the Durham Lakeshore
municipalities. Any transfer of fire costs to the Region would mean that Pickering
residents would be paying more. For 2015, the Regional average home assessed value
is $351,000 in contrast to Pickering's average cost of$426,000. With a Pickering home
assessed higher, more of the Regional cost is allocated to Pickering.
Pickering residents are receiving a high level of service and good value for their tax
dollar. It is doubtful that an amalgamated Fire Service would provide an improved level ,
of service or that it would improve operational efficiencies in any meaningful way. It
would, however, result in Pickering residential taxpayers paying more to subsidize other
areas of the Region. City staff therefore recommend that Pickering not support a
Regional study of any proposed merger of Fire Services.
Financial Implications: From a real estate and assessment perspective,
Pickering's home prices are the highest of the Durham lakeshore municipalities.
Pickering homes have a higher assessed value in contrast to the Regional average and,
therefore, Pickering's taxpayers pay an increasing amount of the Regional levy. In
other words, Pickering taxpayers subsidize the lower assessed areas within Durham
Region from a Regional levy perspective. If the Durham lakeshore municipalities
transferred their fire costs to the Region, any savings that Pickering residents would see
on the City share of their taxes would be eliminated on the Regional share, and
Pickering's taxpayers would have to pay additional amounts to subsidize those
communities who have lower average assessed home property values.
Discussion: Pickering residents are protected by 101 full-time Fire Services
D 9 p Y
personnel working within four fire stations in the City. Fire Services personnel are
assigned to the following areas: fire prevention/public education (5), administration (6),
training (2) and suppression/operations (88). The four fire stations currently in place
within the City provide for good response times and overall coverage. The new fifth
station in the Seaton area will complement the other four stations and improve response
times in the Duffin Heights and Seaton area. While the stations are well spread out to
provide these response times, it is important to note that they do not overlap with our
neighbouring municipalities' fire station response areas. For example, in an area of
Pickering where Ajax can respond more quickly, the City has an automatic aid
agreement so that Ajax Fire Services are dispatched automatically. This is one
example of the operational efficiencies which Pickering has already created through its
mutual aid agreements with neighbouring municipalities.
•
155
FIN 20-15 July 6, 2015
Subject: Regional Fire Services Study Page 3
Current Shared Services
Pickering Fire Services currently has several shared service agreements with other
municipalities. These Agreements include:
1. Durham Region Mutual Aid Agreement: all eight local Durham municipalities
participate in the Durham Region Mutual Aid Plan. This Plan requires each
municipality to assist the others during a fire emergency when its own resources
have been exhausted.
2. The five lakeshore municipalities each have an Automatic Aid agreement in place for
responses to Highway 401 in order to provide a more efficient response to border
incidents between on-ramps. A similar agreement will be put in place for highway
407 when the section east of Brock Rd. is opened.
3. In October 2014, the new NexGen radio system went live throughout the Region.
This system permits full communications interoperability among the local
municipalities and the Region Fire and Police Services. The operating costs of this
new system are shared among the municipalities and the Region, thereby saving
each municipality money.
4. Dispatch was transferred to Ajax in 2010, and we now share dispatching services
with Ajax Fire and Emergency Services ("AFES").
5. Fire Services currently has an Automatic Aid Agreement for an area of Pickering
(Westney Rd. and Hwy. 7 area) with AFES. AFES automatically responds to calls
with PFS in the defined auto aid area.
6. A Mutual Aid Agreement between Pickering Fire Services and Toronto Fire Services
was recently finalized. This will allow the City to share resources with the largest
Fire Service in Canada.
Efficiency Issues with Municipal Amalgamation
The Fraser Institute in its study entitled "Municipal Amalgamation in Ontario" noted that
the amalgamation of larger cities did not achieve cost savings. The study suggests that
efficiencies are available at the local level when pursuing shared service agreements
such as those negotiated by the various Durham Fire Services. The report also noted
that when rural areas are amalgamated with urban areas, rural residents begin to
demand more urban services and this drives up costs.
There are a number of efficiencies that have already been gained through existing
shared service agreements among the eight local Durham municipalities. Further
opportunities are achievable in the future through agreements with Markham Fire
Services and Stouffville Fire Services.
156
FIN 20-15 July 6, 2015
Subject: Regional Fire Services Study Page 4
Municipal Performance Measurement Program - Comparison Of Fire
Activity/Statistics
Please find below a comparison of fire activity based on the number of residential
structural fires per 1,000 households.
Number of Residential Structural Fires per 1,000 Households
1.8
1.6
1.4
1.2
1 -- A\01111111.1 ..�lalWi
0.8 ■Nirpolis- •
0.6
0.4
0.2
0
2010 2011 2012 2013
• ••••Ajax •4100Clarington Ammirm,Oshawa Pickering ••••■Whitby
As the above chart indicates, during the last four years, Pickering has had the lowest
number of residential fires among its Durham Lakeshore neighbours (Source BMA:
Municipal Study). The lower activity level indicates to some degree that the City's fire
prevention program is working and from a fire amalgamation perspective it indicates
that Pickering's current level of residential fire activity does not need nor warrant any
additional service level changes.
Additional Cost to the Pickering Residential Taxpayer
The Durham Region property tax levy shifts from year-to-year based on the relative
rate of phase-in change for property classes such as residential and property
experiences in relation to the overall rate of change across the Region. This is due to
the fact that the Region balances its levy based on its entire assessment base, so the
balancing is sensitive to the overall or average rate of (weighted) assessment change.
Properties increasing above the Regional average home value, will take on or pay
additional Regional taxes. Properties that are below the Regional average home value,
will contribute or pay less of the Regional levy each year. Pickering homes on a whole,
experience a rate of assessment increase that exceeds the Regional average or
Regional average home value and therefore, Pickering taxpayers pick up an increasing
amount of the Regional levy each year.
157
FIN 20-15 July 6, 2015
Subject: Regional Fire Services Study Page 5
The assessment values used for property taxation purposes is based on a market
valuation date of January 1, 2012. (The market valuation date is simply defined as —
what your property would be worth based on an arms length transaction between a
willing buyer and seller on a specified date.) The current market valuation date is used
for the 2013 up to and including 2016 taxation years (four year cycle). The next market
valuation date will be January 1, 2016 and this date will be used for 2017 up to and -
including 2020 taxation years.
Table One below provides a current snapshot of the residential home price changes for
Durham Lakeshore Municipalities.
• Table 1
Composite Housing Price Index: 2012 vs. Current
January, 2012 May, 2015 Change $ Change %
Pickering 350,900 466,700 115,800 33.00
Ajax 340,500 431,700 91,200 26.78
Whitby 331,700 438,900 107,200 32.32
Oshawa 239,500 301,300 61,800 25.80
Clarington 253,900 337,500 83,600 32.93
Source: Toronto Real Estate Board Home Price Index
. In reviewing the above table, Pickering house values are increasing in relation to its
lakeshore neighbours. If these value change patterns continue, Pickering residents will
pay more towards the Regional levy than currently. In its simplest term, this means that
Pickering residents will continue to contribute and contribute more towards the Regional
levy for the next reassessment cycle. Senior city staff are concerned that the current
allocation method of regional costs based on assessment fails to take into consideration
the real estate affect of Pickering's geographical position in relation to Toronto and the
corresponding assessment/house price impact. In other words, the current Region
allocation model needs to be reviewed and revised.
Summary
Pickering Fire Services has the following positive qualitative factors:
• Pickering's apparatus and equipment inventory is up to date and in very good
condition.
• Pickering's fire staff are well trained and experienced and are familiar with the City to
provide a high level of service to our residents.
• Our fire services staff are well engaged in the community and provide a very broad
range of excellent services.
•
158
FIN 20-15 July 6, 2015
Subject: Regional Fire Services Study Page 6
• Senior City management have developed a good relationship with the Pickering
Professional Firefighters' Association, and Pickering was one of the first to come to
an Agreement on the 24 hour shift.
At this current time, there are no visible positive benefits for amalgamating fire services
from a service level or cost perspective. Recommendation two reflects currently known
information and is based on the best interests of the Pickering resident and taxpayer.
Attachments: None
Prepared By: Ap• • ed/Endorsed By:
Stan Karwowski Paul :ig`In
Division Head, Finance &Treasurer Directs r, 'orporate Services & City Solicitor
Approved/Endorsed By:
•
(-. 9-6
John
Fire Chief
Recommended for the consideration
of Pickering City Council
1/2 (' Zoe
Tony.Prevedel, P.Eng.
Chief Administrative Officer
159
City o0 A Report to
Executive Committee
PI KERING Report Number: FIR 03-15
Date: July 6, 2015
From: John Hagg
Fire Chief
Subject: Supply and Delivery of One 2013 Smeal Heavy Duty Aerial Ladder
- File: A-1440
Recommendation:
1. That Report FIR 03-15 of the Fire Chief regarding the Supply and Delivery of One
2013 Smeal Heavy Duty Aerial Ladder be received;
2. That Council waive Purchasing Policy (PUR 010) Section 6.11;
3. That the proposal submitted by Smeal Fire Apparatus Ltd. for the Supply and Delivery
of One 2013 Smeal Heavy Duty Aerial Ladder in the amount of$1,115,253.50 (HST
included) be accepted;
4. That the total gross project cost of$1,137,854.00 (HST included), including the
proposal amount and other associated costs, and the total net project cost of
$1,024,673.00 (net of HST rebate) be approved;
5. That Council authorize the Division Head, Finance & Treasurer to finance the net
project cost of$1,024,673.00 as follows:
a) the sum of$1,020;000.00 to be financed by the issue of debentures by The
Regional Municipality of Durham over a period not to exceed ten years;
b) the sum of$4,673.00 to be funded from property taxes;
c) that the annual repayment charges in the amount of approximately $122,650.00
be included in the annual Current Budget commencing in 2016 or subsequent
year in which the debentures are issued and continuing thereafter until the
debenture financing is repaid.
6. That the draft by-law attached to this. report be enacted; and
7. Further that the appropriate City of Pickering Officials be authorized to take the
necessary action to give effect hereto.
160
Report FIR 03-15 July 6, 2015
Subject: Supply and Delivery of One 2013 Smeal Heavy Duty Aerial Ladder Page 2
Executive Summary: A proposal was presented to the City of Pickering to purchase a
2013 model year"demonstrator" (demo) Smeal 32 metre aerial ladder truck. The proposal
was submitted to the Fire Chief by Smeal Fire Apparatus Co. Smeal Fire Apparatus Co. is
a reputable fire truck builder that the City has dealt with since 2005. The purchase of this
demo vehicle will save the City a significant amount of money, estimated at over
$150,000.00. In addition to this demo being offered at a considerable financial savings to
the City, this aerial ladder fire truck fits Fire Services needs and requirements. This truck
has been fully vetted and inspected by the fire Services truck specification committee and
City Fleet Services staff. An aerial ladder fire truck was approved by Council in the 2015
Capital Budget and will replace Fire Services current 2001 30 metre aerial ladder fire truck.
Financial Implications:
1. Proposal Amount
Proposal Amount $986,950.00
HST (13%) 128,303.50
Total Gross Amount $1,115,253.50_
2 Estimated Project Costing Summary
Proposal Amount $986,950.00
Associated Costs (custom fitting) 20,000.00
Sub Total — Costs $1,006,950.00
HST (13%) 130,904.00
Total Gross Project Costs $1,137,854.00
HST Rebate (11.24%) (113,181.00)
Total Net Project Costs $1,024,673.00
•
3. Source of Funds
Fire Services Capital Budget 5340.1501.6158
Source of Funds Budget Required
Debt-10 Year $1,100,000.00 $1,020,000.00
Property Taxes 4,673.00
Total $1.100,000.00 $1,024.673.00
Net Project Costs (over) under Approved Funds $75,327.00
This truck will also be required to be custom fitted with the necessary rescue tools and fire
hoses in order to ready it for service. As noted above, a portion of the unspent funds will be
required for the purchase of this equipment.
CORP0227-07/01 revised
161
Report FIR 03-15 July 6, 2015
Subject: Supply and Delivery of One 2013 Smeal Heavy Duty Aerial Ladder Page 3
Discussion: City of Pickering Fire Services Department currently uses a.fleet of fire
apparatus to perform fire suppression related duties throughout the City. This 2013 model
aerial ladder fire truck will be located at Station 5, headquarters. As approved in the 2015
Capital Budget it will replace our current 2001 model aerial ladder fire truck.
A proposal was received from Smeal Fire Apparatus on June 2, 2015 offering for sale one
demo 2013 32 metre heavy duty aerial ladder truck. This truck has a 2013 chassis but was
built in 2013/2014 and was not on the road until mid year in 2014.
Acceptance of this proposal would require Council approval to waive Section 6.11 of the
Purchasing Policy (PUR010). This section of the Purchasing Policy states the following:
"Pricing for goods or services with an estimated total price over$30,000.00 shall be
obtained by the Manager. The Manager shall decide when a.Request for Proposal, Request
for Quotation or Tender is the most appropriate method to acquire the goods or services
and shall solicit a minimum of three proposals, quotations or tenders if possible. Advertising
is at the discretion of the Manager but an estimated value over $100,000.00 shall be
advertised."
There are several reasons for Council to waive the Policy in this case:
1. A significant saving in terms of money can be attained by approving this purchase.
Based on recent purchases by Canadian municipalities, of similar apparatus, staff
estimate we are saving in the order of$150,000.00.
2. The truck has been thoroughly vetted by the Fire Services Truck Purchasing Committee
(an offshoot of the Joint Health and Safety Committee), City Fleet Services personnel •
and Fire Services Senior Officers. The Fire Services Truck Purchasing Committee is in
agreement that this truck meets our requirements, our specifications and is a high
quality product.
3. Fleet maintenance staff are familiar with this product and we stock parts for repairs.
4. The chassis and most truck parts are manufactured in the United States and therefore,
the price quoted can change due to currency swings between the US and Canadian
dollar. This truck being a demonstration model is very well optioned and meets the
City's needs.
Specifications for this aerial ladder,fire truck meet all current National Fire Protection
Association and Underwriters Laboratories of Canada standards. These are important
standards as they address safety, operational requirements and build standards. From an
environmental standpoint, the engine powering this new aerial ladder fire truck meets the
current Environmental Protection Agency's emissions and fuel efficiency standards. This
will significantly reduce the amount of harmful emissions created by the operation of this
vehicle as well as provide increased fuel economy. This vehicle will also be equipped with
the latest in passenger safety technology including advanced roll over protection, front and
side impact supplemental inflatable restraints and data logging.
CORP0227-07/01 revised
162
Report FIR 03-15 July 6, 2015
Subject:. Supply and Delivery of One 2013 Smeal Heavy Duty Aerial Ladder Page 4
It is also important to note that this vehicle was built for Canada, no modifications will be
required to bring it up to Canadian standards. Once delivered this truck will require only
minor installations prior to it being placed into service. Items such as mobile and portable
radios, flashlights, and hearing protection headsets will be installed once the vehicle has
been delivered.
This truck has been used as a show truck.by Smeal Fire Apparatus, it has been featured as
a demo or demonstrator at many trade shows. This truck has never been used by a fire
service or placed into service.
Taking into considerations all the benefits discussed above, the Fire Services Department
recommends the acceptance of the proposal submitted by Smeal Fire Apparatus Co. in the
amount of$1,115,253.50 (HST included), and that the total net project cost of
$1,024,673.00 be approved.
Attachments:
1. Being a by-law to authorize the Supply and Delivery of One 2013 Smeal Heavy Duty
Aerial Ladder project in the City of Pickering and the issuance of debentures in the
amount of $1,020,000.00
Preps ed By: Approved/Endorsed By:
.��
(04
Ja o Yoshida, Jo P Hagg
D ty Fire Chief Fire Chief
Vera A. Felgemacher Stan Karwowski CPA, CMA, MBA
CSCMP, CPPO, CPM, CMM III Division Head, Finance &Treasurer.
Manager, Supply & Services
Caryn Kong, CPA,CGA
Senior Financial Analyst-Capital & Debt
Management
JH:nrm
CORP0227-07/01 revised
163
Report FIR 03-15 July 6, 2015
Subject: Supply and Delivery of One 2013 Smeal Heavy Duty Aerial Ladder Page 5
Recommended for the consideration
of Pickerin ity Council
f yr zd 1.
Tony Prevedel, P.Eng.
Chief Administrative Officer
CORP0227-07/01 revised
164
ATTACHMENT# ' TO REPORT Ff K A3--I5-
The Corporation of the City of Pickering
By-law No.
Being a by-law to authorize the Supply and
Delivery of One 2013 Smeal Heavy Duty
Aerial Ladder project in the City of Pickering
and the issuance of debentures in the
amount of$1,020,000.00
Whereas Section 11 of the Municipal Act, 2001, as amended, provides that a lower-tier
municipality may pass by-laws respecting matters within the spheres of jurisdiction
described in that Section; and,
Whereas Subsection 401(1) of the Municipal Act, 2001, as amended, provides that a
municipality may incur a debt for municipal purposes, whether by borrowing money or in
any other way; and,
Whereas Subsection 401(3) of the Municipal Act, 2001, as amended, provides that a
lower-tier municipality in a regional municipality does not have the power to issue
debentures; and,
Whereas The Regional Municipality of Durham has the sole authority to issue
debentures for the purposes of its lower-tier municipalities including The Corporation of
the City of Pickering (the "City"); and,
Whereas the Council of the City of Pickering wishes to proceed with debenture
financing for the Supply and Delivery of One 2013 Smeal Heavy Duty Aerial Ladder
project; and,
Whereas before authorizing the Supply and Delivery of One 2013 Smeal Heavy Duty
Aerial Ladder project, the Council of the City had the Treasurer update the City's Annual
Repayment Limit, the Treasurer calculated the estimated annual amount payable in
respect of such project and determined that such annual amount would not cause the
City to exceed the updated limit and, therefore, Ontario Municipal Board approval was
not required prior to City Council's authorization as per Section 401 of the Municipal Act,
2001, as amended, and the regulations made thereunder;
And whereas after determining that Ontario Municipal Board approval is not required,
the Council of the City approved Report FIR 03-15 on the date hereof for the Supply
and Delivery of One 2013 Smeal Heavy Duty Aerial Ladder project;
•
165
By-law No. Page 2
Now therefore the Council of The Corporation of the City of Pickering hereby enacts as
follows:
1. That the City proceed with the project referred to as "Supply and Delivery of One
2013 Smeal Heavy Duty Aerial Ladder";
2. That the estimated costs of the project in the amount of$1,024,673.00 be financed
as follows:
a) that the sum of$1,020,000.00 be financed by the issue of debentures by The
Regional Municipality of Durham over a period not to exceed ten years;
b) that the sum of $4,673.00 be funded from property taxes;
3. That the funds to repay the principal and interest of the debentures be provided for
in the annual Current Budget for the City commencing in 2016 or such subsequent
year in which the debentures are issued and continuing thereafter until the
debenture financing is repaid.
By-law passed this 13th day of July, 2015.
David Ryan, Mayor
•
Debbie Shields, City Clerk
166
city 4 Report to
Executive Committee
PI KERING Report Number: FIR 04-15
Date: July 6, 2015
From: John Hagg
• Fire Chief
Subject: Supply and Delivery of Seven Fire Vehicles Replacements
- File: A-1440
' Recommendation:
1. That Report FIR 04-15 of the Fire Chief regarding the Supply and Delivery of Seven
Fire Vehicles Replacements be received;
2. That Quotation No. Q-24-2015, for the Supply and Delivery of Seven Fire Vehicles
Replacements in the amount of$192,302.27 (HST included) submitted by Durham
Chrysler Dodge Jeep Ram. Limited, Grimsby Ford Motors Holding Inc., and Maciver
Dodge Limited be accepted;
3. That the total gross project cost of$216,823.00 (HST included) and the total net
project cost of$195,256.00 (net of HST rebate) be approved;
4. That Council authorize the Division Head, Finance &Treasurer to finance the net
project cost of$195,256.00 as follows:
a) the sum of$190,000.00 be financed by the issue of debentures by The Regional
Municipality of Durham over a period not to exceed five years;
b) the sum of$5,256.00 be funded from property taxes;
c) the annual repayment charges in the amount of approximately $42,000.00 be
included in the annual Current Budget commencing in 2016 or subsequent year
in which the debentures are issued and continuing thereafter until the debenture
financing is repaid;
5. That the draft by-law attached to this report be enacted; and
6. That the appropriate City of Pickering officials be authorized to take necessary action
to give effect thereto.
• Executive Summary: This report deals with the supply and delivery of five replacement
mid-size sport utility vehicles and two % ton pick-up trucks as approved by Council in the
2015 Fire Services Department Capital Budget.
Quotations were received for multiple departments vehicle requirements within the City to
achieve the highest economies of scale with the highest ranking respondentsfor Fire
167
Report FIR 04-15 July 6, 2015
Subject: Supply and Delivery of Seven Fire Vehicles Replacements Page 2
Services replacement vehicles being Durham Chrysler Dodge Jeep Ram Ltd. in the amount
of$119,835.00 (HST extra) for five mid-size four wheel drive sport utility vehicles, Grimsby
Ford Motors Holding Inc. in the amount of$25,103.00 (HST extra) for one two wheel drive
. 1/2 ton pickup truck with crew cab and standard box; and Maciver Dodge Limited in the
amount of$25,241.00 (HST extra) for one two wheel drive '4 ton pickup truck with crew cab
and extended box is recommended. In accordance with the Purchasing Policy, Item
06.12(c), where the compliant quotation or tender meeting specifications and offering best
value to the City is acceptable and the estimated purchase price is over$125,000.00, the
Manager, may approve the award, subject to the approval of the Director, Treasurer, CAO,
and Council.
Financial Implications:
1. Breakdown of Seven Fire Vehicles Replacements
Type of Vehicles Vendor Unit Cost.
Mid-size Four Wheel Durham Chrysler 5 $119,835.00
•
Sport Utility vehicles Dodge Jeep Ram
Two Wheel '/ ton Pick-up Grimsby Ford 1 25,103.00
Truck with Crew Cab and Motors Holding Inc
Standard Box
Two Wheel /2 ton Pick-up Maciver Dodge Ltd 1 25,241.00
Truck with Crew Cab and
Extended Box
Total Cost 7 $170,179.00
2. Quotation No. Q-24-2015
Quotations Amount $170,179.00
HST (13%) 22,123.27
Total Gross Amount 0 $192,302.27
3. Estimated Project Costing Summary
Quotation No. Q-24-2015 $170,179.00
Seven Fire Vehicles Replacements •
Licensing Fee 700.00
Outfitting for emergency vehicles 21,000.00
Total Project Total Costs $191,879.00
HST (13%) 24,944.00
Gross Project Cost $216,823.00
HST Rebate (11.24%) (21,567.00)
Total Net Project Cost to City (incld. 1.76%) $195,256.00
CORP0227-07/01 revised
168
Report FIR 04-15 July 6, 2015
Subject: Supply and Delivery of Seven Fire Vehicles Replacements Page 3
4. Source of Funds
Fire Services Capital Budget 5340.1502.6157
Source of Funds Budget Required
Debt-5 Year $220,000.00 $190,000.00
Property Taxes 5,256.00
Total $220.000.00 $195,256.00
Under/(Over) Approved Funds $24,744.00
Discussion: The replacement of Fire Services vehicles units #'s 530, 529, 534, 533,
535, 538 and 550 was identified and approved in the 2015 Fire Services Capital Budgets.
Specifications for this purchase were compiled from previous purchases of similar vehicles
within the City's fleet. An advertisement was placed on the City's website inviting
companies to download the quotation document. Four companies responded by the closing
date and time.
An Evaluation Committee consisting of Supply & Services, Engineering & Public Works staff
and Fire Services staff met on June 5, 2015 and each committee member evaluated the
three quotations based on the rated criteria. A combined average score for each quotation
was determined as part of Stage II of the evaluation process.
After_careful review of all submissions received, the Evaluation Committee and the Fire
Services Department recommends acceptance of the quotation submitted by Durham
Chrysler Dodge Jeep Ram Ltd., Grimsby Ford Motors Holding Inc., Maciver Dodge Limited
in a total quotation amount of$192,302.27 (HST included), and that the total net project
cost in the amount of$195,256.00 (net HST rebate) be approved.
An additional $3,000 per vehicle is identified in the report to outfit the vehicles for Fire
Services use; items to be installed post-delivery include identification decals, portable radio
chargers, emergency lighting, and flashlight chargers.
Attachments:
1. Supply & Services Memorandum dated June 5, 2015
2. Being a by-law to authorize the Supply and Delivery of Seven Fire Services
Replacements project in the City of Pickering and the issuance of debentures in the
amount of$190,000.00
•
CORP0227-07/01 revised
169
Report FIR 04-15 July 6, 2015
Subject: Supply and Delivery of Seven Fire Vehicles Replacements Page 4
Prepared By: ApprovedlEndorsed By: -
/
t
Ir
on Yoshida Joh'Agragg
epu Fire Chief Fire Chief
Vera A. F Igemacher Stan Karwowski MBA, CPA, CMA
CSCMP, CPPO, CPM, CMM III Division Head, Finance & Treasurer
Manager, Supply & Services
Caryn Kong, CPA,CGA
Senior Financial Analyst-Capital & Debt
Management
JH:nrm
Recommended for the consideration
of Pickering City Council
AO `/ 1q12-0i5
Tony Prevedel, P.Eng.
.9
Chief Administrative Officer
•
CORP0227-07/01 revised
170
•
ATTACHMENT# TO REPORT#FIRo4 -IS
•
I62
yt'�.-Y .1..-
-_ �,=--
JUN 0 9 ZG�� Memo
Cary;f•
' ! i"itr Lr��',l YYt� a •. vv.
To: Richard Holborn June 5, 2015
Director, Engineering& Public Works
•
John Hagg
Fire Chief, Office of the CAO •
From: ' Vera A. Felgemacher
• - Manager, Supply & Services
•
Copy: /Deputy Fire Chief V
- Supervisor, Supply & Services V
Acting, Manager Public Works
Supervisor, Public Works Administration
Subject: Quotation No. Q-24-2015 -
Supply and Delivery of Multiple Vehicles
Closing Date: Tuesday May 19th, 2015
File: F-5300-001
•
Further to the Stage I Summary Memo dated May 21,•2015, four quotations proceeded to Stage II
of the evaluation process.
Stage II consists of scoring on the basis-of Rated Criteria. Subject to the Terms of Reference and
Governing Law, the top-ranked respondent as established under the evaluation will be selected to
enter into a contract for the provision of the Deliverables.
Each member of the Evaluation Committee has completed evaluating the four quotations.. A
combined average score for each quotation was determined, completing Stage II of the.evaluation
process.
•
2.3 Stage II - Rated Criteria
Stage II will consist of an evaluation of the Unit Price (before HST) for each pricing section to
determine lowest price for each, and acceptable specifications and fuel economy for each section • •
respectively: V -
•
•
•
171' -
ATTACHMENT# I TOREPORT# r'K.o 'S
2 2_
Rated Criteria Category , ; Weighting (Points)
Fuel Economy (Best Fuel Economy based on 10
average of highway and city) .
Acceptable Specifications 15
Pricing 15
Total Points 40
•
In the event of a tie score, the selected Respondent will be determined in accordance with the City's '
Purchasing Procedures .
Grimsby Ford Motors Holding Inc. is the highest ranking respondent for Section *IA - supply and
delivery of 1 new cargo van with high roof—V-6 engine with a total purchase price of$29,280.00
(HST extra); Section 1B — supply and delivery of 1 new latest model year cargo van with a high roof
- diesel engine with a total purchase price of $34,391.00 (HST extra) and Section 4 supply and
delivery of 1 new latest model year two-wheel drive 1/2 ton pickup truck with a total purchase price of
$25,103.00 (HST extra). .
Maciver Dodge Limited is the highest ranking respondent for Section 2 - supply and delivery of 3
new latest model year cargo two wheel drive 1/2 ton pickup truck, standard cab, standard box with a
total purchase price of$70,272.00 (HST extra); Section 3 - supply and delivery of 1 new latest
model year, two wheel drive, crew cab 1/2 ton, pickup truck with a total purchase price of $25,241.00
(HST extra) and Section 5 - supply and delivery of 1 current model year one ton crew cab pickup
truck with a total purchase price of$47,079.00 (HST extra).
•
Durham Chrysler Dodge Jeep Ram Limited is the highest ranking respondent for Section 6 - -
supply and delivery of 6 new latest model year, all wheel drive, mid-size sport utility vehicle with a
total purchase price of$143,802.00 (HST extra).
In accordance with Purchasing Policy Item 06.12 where the compliant quotation or tender meeting
specifications and offering best value to the City is acceptable or where the highest scoring proposal
is recommended and the total purchase price is over $125,000, the Manager may approve the
award, subject to the approval of the Director, Treasurer CAO and Council.
That which is debt financed is subject to Council approval.
An approved "on-line" requisition will be required to proceed after receiving requisite approvals
n.'ed above.j if .0 require further information or assistance, please contact me or a member of Supply &
S ices.
VAF/km
Attache ents . •
Quotation No. Q-24-2015 Page 2
•
Supply and Delivery of Multiple Vehicles
172
ATTACHMENT#....t2.._TO l«::"C RT#11f-01-1--(C
The Corporation of the City of Pickering
By-law No.
Being a by-law to authorize the Supply and
Delivery of Seven Fire Vehicles
Replacements project in the City of Pickering
and the issuance of debentures in the
amount of$190,000.00
Whereas Section 11 of the Municipal Act, 2001, as amended, provides that a lower-tier
municipality may pass by-laws respecting matters within the spheres of jurisdiction
described in that Section; and,
Whereas Subsection 401(1) of the Municipal Act, 2001., as amended, provides that a
municipality may incur a debt for municipal purposes, whether by borrowing money or in,
any other way; and,
Whereas Subsection 401(3) of the Municipal Act, 2001, as amended, provides that a
lower-tier municipality in a regional municipality does not have the power to issue
debentures; and,
Whereas The Regional Municipality of Durham has the sole authority to issue
debentures for the purposes of its lower-tier municipalities including The Corporation of
the City of Pickering (the "City"); and,
Whereas the Council of the City of Pickering wishes to proceed with debenture
financing for the Supply and Delivery of Seven Fire Vehicles Replacements; and,
Whereas before authorizing the Supply and Delivery of Seven Fire Vehicles
Replacements project, the Council of the City had the Treasurer update the City's
Annual Repayment Limit, the Treasurer calculated the estimated annual amount
payable in respect of such project and determined that such annual amount would not
cause the City to exceed the updated limit and, therefore, Ontario Municipal Board
approval was not required prior to City Council's authorization as per Section 401 of the
Municipal Act, 2001, as amended, and the regulations made thereunder;
And whereas after determining that Ontario Municipal Board approval is not required,
the Council of the City approved Report FIR 04-15 on the date hereof and awarded
Quotation No. Q-24-2015 for the Supply and Delivery of Seven Fire Vehicles
Replacements project;
173 .
By-law No. Page 2
Now therefore the Council of The Corporation of the City of Pickering hereby enacts as
follows:
1. That the City proceed with the project referred to as "Supply and Delivery Seven
Fire Vehicles Replacements"
2. That the estimated costs of the project in the amount of$195,256.00 be financed
as follows:
a). That the sum of$190,000.00 be financed by the issue of debentures by
The Regional Municipality of Durham over a period not to exceed five
years;
b) That the sum of $5,256.00 be funded from property taxes;
3. That the funds to repay the principal and interest of the debentures be provided
for in the annual Current Budget for the City commencing in 2016 or such
subsequent year in which the debentures are issued and continuing thereafter
until the debenture financing is repaid._
By-law passed this 13th day of July, 2015.
David Ryan, Mayor
Debbie Shields, City Clerk
174
•
City °o Report to
. �� ,_, n Executive Comm itee
n_s
PICKERING
Report Number: LEG 07-15
Date: July 6, 2015
From: Paul Bigioni
Director, Corporate Services & City Solicitor
Subject: City of Pickering sale to Altridge Properties Inc.
- Block 90 and Part Blocks 84, 94 and 95, Plan 40M-1515
(Parts 1 to 4, Plan 40R-28842)
- File: L-4610-004-15 [c/r SP-2005-03]
Recommendation:
1. That Report LEG 07-15 of the Director, Corporate Services & City Solicitor be
received;
2. That the following lands (the "City's Lands") be declared to be surplus to the needs
of the City:
(a) Part Block 84, Plan 40M-1515, being Part 1, Plan 40R-28842
(b) Part Block 95, Plan 40M-1515, being Part 2, Plan 40R-28842
(c) Part Block 94, Plan 40M-1515, being Part 3, Plan 40R-28842
(d) Block 90, Plan 40M-1515, now being Part 4, Plan 40R-28842;
3. That the sale of the City's Lands to Altridge Properties Inc., be authorized subject
to any required easements, for the sale price of$187,950.00 on terms and
conditions satisfactory to the Director, Corporate Services & City Solicitor;
4. That the Mayor, City Clerk, and Director, Corporate Services & City Solicitor be
authorized to execute all documentation necessary to give effect to the above
recommendations; and
5. That the appropriate City officials be authorized to undertake the necessary
actions required tä implement the above recommendations.
Executive Summary: In 1987, Blocks 84, 90, 94 and 95, Plan 40M-1515 were
conveyed to the City through the registration of Plan 40M-1515.
It was intended at that time that Block 84 would be used to extend Richardson Street
northerly providing road frontage to the lands to the east. Blocks 90, 94 and 95 are
reserves that were to remain in place until the adjacent lands to the east were
developed.' The original layout contemplated by Plan 40M-1515 is shown in
Attachment 1.
175
LEG 07-15 July 6, 2015
Subject: Pickering Sale to Altridge Properties Inc. Page 2
In 2005, Council passed Resolution #202/07 approving a draft plan of subdivision (SP-
2005-03) submitted by Altridge Properties Inc. ("Altridge") wherein the lotting and road
pattern differed from what was intended in 1987 when Plan 40M-1515 was originally
registered. The revised approved layout is shown in Attachment 2.
In order for Altridge to be able to fulfill the conditions of the 2005 approved draft plan, it
must acquire the City's Lands and merge them with its existing landholdings to provide
for the development of 10 residential lots, an internal cul-de-sac road and walkway.
Financial Implications: The net revenue to the City from the sale of the City's Lands
is $187,950.00. All related legal and closing costs will be the responsibility of Altridge.
Discussion: In 1987, Blocks 84, 90, 94 and 95, Plan 40M-1515 were
conveyed to the City through the registration of Plan 40M-1515.
It was intended at that time that Block 84 would be used to extend Richardson Street
northerly, providing road frontage to the lands to the east. Blocks 90, 94 and 95 were
acquired by the City as reserves that were to remain in place until the adjacent lands to
the east were developed.
In 2005, Altridge, the adjacent owner of the lands to the east of Block 84, submitted a
draft plan of subdivision wherein the lotting and road pattern differed from what was
originally intended for the area in 1987 when Plan 40M-1515 was registered.
The 2005 draft plan of subdivision provided for the coordinated development of the
City's Lands with Altridge's lands for the development of 10 lots fronting onto a cul-de-
sac running parallel with Altona Road and, a walkway connection to Richardson Street
and St. Monica's Catholic School.
On October 15, 2007, Council passed Resolution #202/07,
(1) approving draft plan of subdivision SP-2005-03; and
(2) requiring the Director, Planning & Development to establish conditions of draft
approval to include the following requirements:
•
(a) that satisfactory arrangements be made for the incorporation of the City's
Lands into draft plan of subdivision SP-2005-03; and
(b) that the CAO's office review the disposal of the City's Lands to Altridge and
report back to Council with the terms and conditions of the disposal.
In keeping with,
CORP0227-07/01 revised
176
LEG 07-15 July 6, 2015
Subject: Pickering Sale to Altridge Properties Inc. Page 3
(1) Resolution #202/07, •
the conditions of draft plan approval for SP-2005-03 include the requirement for
Altridge to acquire and merge the City's Lands into their draft plan;
and
•
(2) the City's Acquisition and Disposal of Land Policy,
Altridge has provided an appraisal satisfactory to the Chief Administrative Officer
and the Director, Corporate Services & City Solicitor. The value of the City's
Lands has been appraised at $172,000.00, however, the Director, Corporate
Services & City Solicitor disputed a certain reduction in land value in the appraisal
and negotiated an increase in the price to $187,950.00. •
As the City's Lands were never dedicated as public highway, there is no requirement to
formally stop-up and close them or to give public notice to that effect. The City's
Acquisition and Disposal of Land Policy does, however, require that the City give notice
when lands are declared surplus for the purpose of sale.
Accordingly, once the Resolution has been passed authorizing the sale of the City's
Lands, notice will be published, after which staff will proceed with the sale of the City's
Lands to Altridge for incorporation into its plan of subdivision, subject to any required
easements.
Attachments:
1. Attachment 1 —Site Sketch — Original Development Concept
2. Attachment 2 —Site Sketch - Revised Development Concept
Prepared By: Appr• :d/Endorsed By:
Denise Bye Paul Bit'. \
Supervisor, Property & Development Directo , rpo rate Services & City
Services Solicito
PB:db/ks
Recommended for the consideration
of Pickering City C uncil
(71 20/5
Tony Prevedel, P.Eng.
Chief Administrative Officer
CORP0227-07/01 revised
177
I . .
,
• ATTACHMENT#_/__TO REPORT# 1206- 0 V- - /5-
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ATTACHMENT#� TO REPORT# 64E6) 0 6
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Submitted Plan
City°0 " FILE No: Road Close and Transfer
W ET_ -
) . APPLICANT: Altridge Properties Inc.
giCtrantilell PROPERTY DESCRIPTION:Broken Front Concession, Range 3 Pt. Lot 33
City Development - ,
40R-9096 Part of Pt. 5 and Plan 40M-1515 Block 85 &86
Department FULL SCALE COPIES OF THIS PLAN ARE AVAILABLE FOR VIEWING AT THE CITY OF PICIZERING
CITY DEVELOPMENT DEPARTMENT. DATE: May 4,2015
•
- 179 •